New User Guide for Time Matters and Billing Matters 11.0

Transcription

1 New User Guide for Time Matters and Billing Matters 11.0

2 Copyright and Trademark Notice LexisNexis, the Knowledge Burst logo, Lexis, lexis.com, Shepard's, Shepardize, martindale.com and Martindale-Hubbell are registered trademarks and Shepard's Link is a trademark of Reed Elsevier Properties Inc., used under license. Time Matters is a registered trademark of LexisNexis, a division of Reed Elsevier Inc. Other products or services may be trademarks or registered trademarks of their respective companies. Copyright 2011 LexisNexis, a division of Reed Elsevier Inc. All rights reserved. No part of this Application, Help Systems, Manuals, or related materials may be reproduced, transcribed, stored in any retrieval system, or translated into any language by any means without prior written permission of LexisNexis. Further, all users of the Application are governed by the License Agreement and Limited Warranty. Use of the Application acknowledges acceptance of License Agreement and Limited Warranty. LexisNexis 2000 Regency Parkway Suite 600 Cary, North Carolina USA North America: Outside North America: Fax: Printed in the United States of America Rev

3 Table of Contents Getting Started... 5 What s in this Guide?... 5 Overview of Time Matters... 5 Starting the Application... 6 Getting Around in the Application... 7 Entering Initial Data...8 Shortcuts and Hot Keys Common Tasks Creating Contacts Creating Matters Creating Events Creating ToDo s Creating Phone Records Creating s Your Database Record Lists Record Forms Searching for the Information You Need Managing Your Schedule Events and ToDo s Calendar Overview Alerts, Reminders, Watches Journals Overview of s Creating New s Versions Importing s Searches Table of Contents 3

4 Communications Messenger Phone Calls Mail In/Out List News Reader Online Research Conducting LexisNexis Research Billing Activating Basic Billing Rates and Rate Tables Program Level Billing Options Payment Terms Bill Messages...59 Billing Preferences Using Basic Billing Reports Reports Print to PDF & RTF Time Matters Mobility Overview of Mobility Connecting to the Web Site Using the Interface Working with Contacts Working with Matters Working with Time/Expense Glossary Index Table of Contents

5 Getting Started This chapter introduces LexisNexis Time Matters and describes how to start the application and navigate its features. In This Chapter What s in this Guide?... 5 Overview of Time Matters... 5 Starting the Application... 6 Using Training Mode to Practice... 6 Getting Around in the Application... 7 Screen Elements... 7 Navigators... 8 Entering Initial Data... 8 Shortcuts and Hot Keys What s in this Guide? The New User Guide introduces you to basic features of Time Matters and explains how to perform common everyday tasks. This is a good place to start if you haven t used Time Matters before. For information on customizing the application and using advanced features, please refer to the Time Matters online Help. You can open the Help by clicking the Help buttons ( or ), or by pressing F1 on any screen. Overview of Time Matters Time Matters helps you manage and organize your day-to-day information and documents. It features centralized scheduling, document management, global search capability, and more. Time Matters consists of one or more computers running the application and connecting to a shared database on your network. You can also use Time Matters on laptop computers. The application uses a database stored locally on the laptop whenever the laptop is not connected to your firm s network. Periodically, you will connect the laptop to your firm s network and synchronize the information you have entered in the laptop s database with the information in the main Time Matters database that is shared by all users. This ensures that all users of Time Matters have access to up-to-date information. Getting Started Getting Started Getting Started Getting Started Getting Started What s in this Guide? 5

6 Getting Started Getting Started Getting Started Getting Started Getting Started Starting the Application Use either of the following methods to start Time Matters: On the Windows Start menu, go to All Programs > LexisNexis > Time Matters Double-click the Time Matters 11.0 shortcut icon on your Windows desktop. When the Time Matters login screen opens, type your user ID and password in the corresponding fields and click OK. The application will open, displaying the initial screens that are selected for your user account. These may include a Tips screen, a screen of Alerts and Reminders about upcoming events and tasks, and the Navigator window. (These elements are described in later sections of this guide.) The screens that appear when you start Time Matters are customizable. For instructions on customizing these and other options for your user account, refer to the Time Matters Help file. Using Training Mode to Practice You can use Time Matters in either Normal mode or Training mode. Training mode uses a separate database and lets you practice using the program without affecting your real data. Normal Mode Accesses your main database containing real data Is used for daily work, entering and modifying real data, and making customizations Training Mode Accesses a tutorial database with sample data Is used to train new users and try out application features and settings without affecting real data Always use Normal Mode to enter real data or to make customizations that will be used. Do not enter real data in Training Mode. To Start the Application in Training Mode On the Windows Start menu, go to All Programs > LexisNexis > Training Mode - Time Matters There is a default login used for Training Mode: TM is the user name TM is the password After you enter this login, you will be asked whether you want to update the sample data. This option simply adjusts the dates of many sample records so that they reflect the current date. It is a good idea to log in using Training Mode as you go through this guide, and practice using the features described in it. 6 Starting the Application

7 Getting Around in the Application When you start the application, the screen will look similar to the following: Program Title Bar Main Menu Bar Main Toolbar Navigator Window Getting Started Screen Elements Program Title Bar The program title bar shows the application version you are using and the description of the File Locations file. The title bar also shows which database you are using, such as the tutorial database used in Training Mode or your Main Office database. Main Menu Bar The main menu bar is located immediately below the program title bar, at the top of the screen. Some menus are only available when a list is open. Status Line Main Toolbar Below the main menu bar is the main toolbar. The toolbar buttons open application features directly without the need to navigate through menus. Status Line At the bottom of the screen is the status line. It displays the open database, the current user, and the time and date. It also shows the number of records displaying on lists when records are tagged. Getting Started Getting Started Getting Started Getting Started Getting Around in the Application 7

8 Getting Started Getting Started Getting Started Getting Started Getting Started Navigators Use navigators to access many application features from one convenient location. Each navigator includes a set of buttons connected to related tasks. Multiple navigators for different sets of tasks are accessible from the main Navigator screen. To Display the Navigator Screen On the View menu, click Navigator -or- Press the hot key CTRL+N Entering Initial Data Your Time Matters administrator should set up user accounts, Staff members, and security settings before the application comes into general use at your firm. After those administrative settings are made, you should begin entering data into the program. The following is the recommended order for doing so. Following this order can save you some time. Recommended Order For Initial Data Entry 1. Create Classification Codes: go to File > Setup > Codes > Classification Codes. (Classification Codes are optional, but useful for categorizing your records. See the application Help file for instructions on setting them up.) 2. Create Contacts: click Contact or go to Database > Contact List > All Contacts. Entering Contacts before Matters makes it easier to create Matters later on, because much of the Matter form can be completed automatically by selecting an existing Contact. 3. Create Matters: click Matter or go to Database > Matter List > All Matters. 4. Create Events and ToDo s: go to Calendar > Event List > All Events; go to Calendar > ToDo List > All ToDo s. If your firm is registered or subscribes to multiple Jurisdictions, the first time you open the Navigator, you will be prompted to choose a jurisdiction or practice area from the Navigator Choice screen. Afterwards, you can change the active jurisdiction or practice area by clicking the Jurisdiction button in the top-right corner of the Navigator window. Without an Internet connection, many of the LexisNexis Total Practice Advantage navigator features will not be available. Establish an Internet connection, and continue. 8 Entering Initial Data

9 The Navigator tabs on the left let you select which navigator you want to use. Different navigators may be available depending on the active jurisdiction or practice area. Task Buttons Task buttons either link directly to Time Matters program features or open a set of options in the Tasks and Sources lists. Tasks and Sources Most options on the Tasks list are focused searches for content on lexis.com and will require a lexis.com ID and password. These searches have been predefined to save you extra steps and get you to the content you want more quickly. When you click a link in the Tasks list, your default Internet browser opens, displaying either the desired content or a guided search form. Click a link on the Sources list to browse content on lexis.com or to choose a source to search. As with the Tasks list, access to some of the Sources will also require a lexis.com ID and password. Your Internet browser opens, displaying the desired content or a guided search form. The Sources list is useful when you need a broader initial scope than the well-defined searches in the Tasks list. Common Navigators The navigator set that displays in the Navigator window depends on the active jurisdiction or practice area. The following navigators are common to many jurisdictions and practice areas. Navigator Everyday Tasks Draft a Description View calendars, Contacts and Matters, ToDo s, billing items, and other info and features you need on a daily basis. Create documents based on model docs and forms. Access thousands of state-specific litigation forms, or search your internal firm database for forms. Navigator Legal Research Investigate Discovery Client Development Training & Support My Navigator Description Find information related to your task by searching case law, statutes, agency decisions, court rules, practice guides, law reviews, and much more. Sources include state and federal sources, as well as links to other states content. Locate people, businesses, assets, records, and news. Sources include state and national public records, jury verdicts, settlement reports, directories of experts, and more. Research discovery in your state, find state-specific forms, calendar discovery events, and manage exhibits and records. Sources include LexisNexis Practice Guides, Moore s Federal Practice, Matthew Bender publications, Mealey s Litigation Reports, state cases, statutes and rules, and various law reviews and journals. Market your firm and manage clients. Link to Martindale-Hubbell to market your practice, create strategic profiles of potential clients, and set up alerts to inform you of client news coverage or litigation activities. Contact Customer Support, provide product feedback, and obtain product training and literature. A customizable navigator that gives you a convenient way to group sets of commonly used application features (all of your favorite buttons) and access them all from a single location. Quick Search and martindale.com Lawyer Locator The Quick Search and the martindale.com Lawyer Locator expandable search boxes appear on the left side of the main Navigator window. Use Quick Search when you already know the citation of the case you want to research. Use the martindale.com Lawyer Locator when you know the name of the lawyer or law firm you want to research. Getting Started Getting Started Getting Started Getting Started Getting Started Entering Initial Data 9

10 Getting Started Getting Started Getting Started Getting Started Getting Started The Quick Search options correspond to search options available on lexis.com, which requires a lexis.com ID and password: Shepardize use Shepard s Citations Service to validate a case and report other cases that have cited it. Get & Print retrieve and print legal document citations. Get a Case retrieve an individual legal document by specific citation. In the martindale.com Lawyer Locator box, type the name of a lawyer or firm in the fields and click Search. Your Internet browser will display search results on the martindale.com Web site. Shortcuts and Hot Keys Time Matters uses standard shortcut keys for Windows-based applications, such as CTRL+C and CTRL+V to copy and paste in text fields. TAB advances the cursor to the next position, and SHIFT+TAB returns to the previous position. Time Matters also has its own shortcut keys to allow fast keystroke-based navigation. List Hot Keys Keyword CTRL+K Find (search Calendar and List text) CTRL+F Tag highlighted record SHIFT+T Tag record (QuickPik disabled) T Untag highlighted record SHIFT+U Untag record (QuickPik disabled) U Tag all records in List CTRL+T Untag all records in List CTRL+U Add Record INSERT Delete current DELETE Change current ENTER Move highlight bar to top of List Home Move highlight bar to bottom of List End Move to next page of records on List Page Down Move to the previous page on a List Page Up Move to the beginning of the List CTRL+Page Up Move to the end of the List CTRL+Page Down Alarm (Event or ToDo List) CTRL+A Event (open) F3 ToDo (open) F4 Contact (open) F5 Matter (open) F6 Note (open) F7 Phone Call (open) F8 (open) F9 (open) F11 Personal Inbox CTRL+I Billing (open) F12 Invoice List ALT+F12 Review List (open) ALT+SHIFT+R Triggers CTRL+SHIFT+G Calendar Hot Keys Daily (open) Weekly (open) Personal Journal (open) Contact Journal (open) Matter Journal (open) Reference Calendar (open) Expanded Mode Show Hidden Alarm CTRL+F3 ALT+F3 CTRL+J SHIFT+F5 SHIFT+F6 ALT+F2 CTRL+E CTRL+H CTRL+A 10 Shortcuts and Hot Keys

11 Record Hot Keys Contact (open) Matter (open) Event (open) ToDo (open) Custom Form (open) Note (open) Phone Call (open) (open) (open) Mail (open) Web (open) Outline (open) Billing (open) Spell Check Next Record Previous Record Dial Phone AutoEntry Form Triggers Print Lookup (in a field) Other Hot Keys Program Level Setup User Level Setup Workstation Level Setup Navigator Help Combined Search (in a List) Copy to Clipboard RSS News Reader Paste from Clipboard Find (search Calendar and List text) Date Calculator Timer Control Messenger Window Send Message In / Out List Tip of the Day (next tip) Tip of the Day (close screen) Exit CTRL+SHIFT+C CTRL+SHIFT+A CTRL+SHIFT+V CTRL+SHIFT+T CTRL+SHIFT+F CTRL+SHIFT+N CTRL+SHIFT+P CTRL+SHIFT+D CTRL+SHIFT+E CTRL+SHIFT+L CTRL+SHIFT+W CTRL+SHIFT+O CTRL+SHIFT+B CTRL+K CTRL+> CTRL+< CTRL+D CTRL+A CTRL+G CTRL+P F2 ALT+SHIFT+P ALT+SHIFT+U ALT+SHIFT+W CTRL+N F1 F2 CTRL+C ALT+SHIFT+N CTRL+V CTRL+F SHIFT+F2 ALT+F10 CTRL+M CTRL+SHIFT+M ALT+SHIFT+L ALT+N ALT+C ALT+F4 Getting Started Getting Started Getting Started Getting Started Getting Started Shortcuts and Hot Keys 11

12 Getting Started Getting Started Getting Started Getting Started Getting Started 12 Shortcuts and Hot Keys

13 Common Tasks This section provides quick instructions on how to perform some of the most common tasks in Time Matters, such as creating Contacts and Matters. Note: Some of these procedures assume that your Time Matters administrator has set up certain features of the product, such as integration with your office telephone system and Formattable Clipboard templates. In This Chapter Creating Contacts Creating Matters Creating Events Creating ToDo s Creating Phone Records Creating s Creating Contacts The Contact record stores addresses, phone numbers and other contact information, as well as listing other records in your database that are linked to the Contact. Create a Contact record for any organization or person you have information about, such as clients, attorneys, judges, and businesses. Your Contact list is like an electronic address book or card index. You can create a new Contact record using any of the following methods: Click the Add button on the Contact list toolbar. Click the File menu, point to New Record, and click Contact. Press the hot key CTRL+SHIFT+C. By default, the New Contact Intake wizard appears whenever you perform one of these actions. The wizard presents several of the most commonly used data fields on the Contact form. If the wizard has been disabled, then performing one of these actions opens the full Contact form instead. The New Contact Intake wizard Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating Contacts 13

14 Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Tabbed pages Full Name/ Org Name The first thing is to decide whether the Contact is a person or an organization. If you are in the New Contact Intake wizard, select the Person or Organization option button. If you are on the Contact form, click the button beside the top left field to toggle the label between Full Name (for a person) and Org Name (for an organization). You do not need to enter any information other than the Contact s name before you complete the wizard or save and close the Contact form. You can open the Contact again later to add more information. The next step is to complete the Code field by choosing a Classification Code for the Contact. These codes describe different categories of Contacts, such as clients, attorneys, accountants, or corporations. If the Contact is a client, for example, you would select Client in the Code field. Depending on how Time Matters is customized for your office, the Classification Code you select might change the labels of data fields or even make a different selection of fields available. This is why it is best to select a Classification Code before completing the rest of the New Contact Intake wizard or the Contact form. Top section of the Contact form Classification Code Enter the information you have for the Contact on the remaining screens of the New Contact Intake wizard or on the Primary, Secondary and Additional tabs of the Contact form. Most of the time, you only need to use fields on the Primary tab of the form. Some fields have Lookup buttons ( ) beside them. You can click the button to open a list of possible field values. For example, you can click the Lookup button beside the Staff field to view a list of Staff members. You can also use this feature to select more than one Staff for the record. When you are finished entering information, click the Save button to close the wizard, or click the Save & Close button to close the Contact form. 14 Creating Contacts

15 Creating Matters Create a Matter record whenever you need to collect and record information about a new case, project, or job that you perform for a client. The Matter record stores information about all the parties involved in the Matter and provides lists of other records linked to the Matter. Because a majority of the information in a Matter record is about the parties involved in the Matter, it is often easiest to create Contact records for those people and organizations before creating the Matter. You can create a new Matter record using any of the following methods: Click the Add button on the Matter list toolbar. Click the File menu, point to New Record, and click Matter. Press the hot key CTRL+SHIFT+A. By default, the New Matter Intake wizard appears whenever you perform one of these actions. The wizard presents several of the most commonly used data fields on the Matter form. If the wizard has been disabled, then performing one of these actions opens the full Matter form instead. The New Matter Intake wizard The only field you are required to complete when creating a new Matter is the MatterRef field. Type a name for the Matter in this field. Your office might have a standard naming convention for Matters, which you should follow whenever applicable. The next step is to complete the Code field by choosing a Classification Code for the Matter. These codes describe different categories of Matters, such as civil cases, bankruptcy cases, and real estate cases. If you are representing the plaintiff in a personal injury case, for example, you would select PI Plaintiff in the Code field. Depending on your office s customizations, the Classification Code you select might change the labels of data fields or make a different selection of fields available. This is why it is best to select a Classification Code before completing the rest of the New Matter Intake wizard or the Matter form. Complete as many fields as possible on the remaining screens of the New Matter Intake wizard or on the Matter form. Most of the time, you only need to use fields on the Primary tab of the form. You can save and close the Matter form without completing it. You can open the Matter again later to add more information. Some fields have Lookup buttons ( ) beside them. You can click the button to open a list of possible field values. For example, you can click the Lookup button beside the Staff field to view a list of Staff members. You can also use this feature to select more than one Staff for the record. If a field asks for the name of a person involved in the Matter, click the Lookup button beside the field to select that person from your Contact list. Often, this completes other fields with information about the selected Contact. The Lookup button changes its appearance to a double arrow ( ) to indicate that the Contact in the field is related to the Matter. When you are finished entering information, click the Save button to close the wizard, or click the Save & Close button to close the Matter form. Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating Matters 15

16 Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating Events You can create and manage Events on the Calendar just as you can on a record list. Changes to Events that you make on the Calendar are reflected on the Event record list, and vice versa. Quick Entry The Quick Entry feature is a convenient way to add simple appointments to the Daily Calendar. To add an appointment using Quick Entry, just click a time slot on the Daily Calendar and begin typing a short description of the appointment. The Quick Entry screen opens to allow you to add a memo and select a Classification Code that describes the appointment. Click OK when you are finished. Quick Entry creates an Event record on the Calendar. You can double-click this Event to open it and add more information if you need to. Event Form The Quick Entry screen For most appointments, you need to fill out an Event form with details on the purpose of the appointment and its participants. To open an Event form from the Calendar, first display the date of the appointment on the Calendar by selecting that date on the Reference Calendar or the GoTo field. Then click the day (and time, if using the Daily Calendar) and press INSERT or click the Add button on the Calendar toolbar. If you are on the Weekly or Monthly Calendar, you will be asked whether you want to create an Event or a ToDo. Select Event and click OK. The only fields you are required to complete on the Event form are the Date, Time, and Description fields. The Duration field (to the right of the Time field) automatically displays the number of hours represented by the start and end time you enter. The Time field accepts abbreviations. For example, you can type 11a-130p and when you leave the field, it will change to display 11:00am-1:30pm. Often, an Event will be related to a Contact or Matter in your database. Click the Lookup button beside the Regarding fields to select from a list of Contacts or Matters. When you are finished entering information, click Save & Close to close the Event form. The Event appears on the Calendar and the Events list. After creating an appointment, you can modify the Event s time or duration on the Daily Calendar. To change an Event s time, place the cursor over the bar on the left edge of the Event, click and hold the mouse button, and drag the Event to the desired time slot. To change an Event s duration, place the cursor over the lower edge of the Event, click and hold the mouse button, and drag the edge to the desired end time for the Event. An Event on the Daily Calendar 16 Creating Events

17 Creating ToDo s ToDo's and Events are similar. The main difference is that ToDo's are Date specific, whereas Events are Date and Time specific. Typically, ToDo's are tasks that must be completed on or by a specific date but not by a particular time on that date. These tasks can be writing a letter, completing a form, etc. On Daily and Multi-Day calendars, ToDo's are displayed at the bottom of the screen in an area below the Events area. On Weekly and Monthly calendars, ToDo's are displayed in a list together with Events that are scheduled for the same day. To open a ToDo form from the Calendar, select the date of the ToDo on the Reference Calendar or type it in the GoTo field. Click the date (click inside the ToDo area if you are on the Daily Calendar) and press INSERT or click the Add button ( ) on the Calendar toolbar. If you are on the Weekly or Monthly Calendar, you will be asked whether you want to create an Event or a ToDo. Select ToDo and click OK. The only fields you are required to complete on the ToDo form are the Date field and the Description field. The Date field should contain the date by which the task must be completed. When you are finished entering information, click Save & Close to close the ToDo form. The ToDo appears on the Calendar and the ToDo s list. Reminders Reminders are important for keeping track of ToDo deadlines. In the Reminders field on the ToDo form, type the number of days before the due date that you want a reminder to appear on the Alerts, Reminders and Watches screen. For example if you type 3, a reminder will appear 3 days before the ToDo s due date. You can also type number ranges, such as 5-1 (the larger number must always be first), to have a reminder appear on each of the 5 days before the date of the ToDo. Separate multiple entries in the Reminders field with commas. For example: 21,14,7-1. Reminders field Marking the ToDo Done Follow check box Selecting the Done check box on the ToDo form indicates that the task the ToDo represents has been completed. You can also mark a ToDo as Done from the Calendar by right-clicking the ToDo and selecting Mark as Done from the options menu. The Done check box interacts with the Follow check box on the ToDo form. When Follow is selected, if the ToDo is not marked Done by the time its due date arrives, the Date field will automatically advance on each successive day until the ToDo is marked Done. This keeps the ToDo on your calendar and on the Alerts, Reminders and Watches screen until it is marked Done. Alerts, Reminders and Watches screen Done check box Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating ToDo s 17

18 Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating Phone Records Create Phone Call records to keep track of both outgoing and incoming calls. To create a Phone Call record, click the Add button on the Phone Call record list, or press the hot key CTRL+SHIFT+P. The Phone Call form opens. The only fields you are required to complete on the Phone Call form are the Date and Time fields, which are completed automatically with the current date and time when you open the form. In the In From / Out To field, click the field label button to toggle the label between In From and Out To, depending on whether you are making a phone call or receiving one. Click the Lookup button ( ) beside the field to select from your list of Contacts the person from whom the call was received or to whom it is being made. Information from the selected Contact record is used to complete the Regarding field and Phone number fields automatically. Detail of the Phone Call record form When you are finished entering information, click Save & Close to close the Phone call form. Timing Phone Calls You can set up Phone Call records so that the Timer starts automatically when you create a new Phone Call. On the Forms tab of User Level Setup, select Phone Calls in the drop-down list and click Set Form Options. The User Form Options screen opens. Click the Timer tab and select the option to start the timer when the form is opened in Add mode. Using the Dialer Some record form fields are set up to hold phone numbers. Click the action button ( ) beside a phone number field on any record form to open the Dialer screen. If Time Matters integration with your phone system has been set up, you can use the Dialer to dial a number on your telephone. Before you click the Dial button, select the dialing options you want. Select Open Phone Call or Open Note to open a Phone Call or Note form when you begin dialing. Select Start Timer if you want the Timer to start automatically when you begin dialing. Alternatively, you can click the Timer button to open the Timer manually. The Dialer screen 18 Creating Phone Records

19 Creating s Time Matters provides several ways to create a record and associate it with a file or document. You can begin with an existing file or document and create a record for it, or use document automation features like the Formattable Clipboard to author a new document and create a record at the same time. Adding an Existing to the Time Matters Database There are several ways to create a record for an existing file or document. The simplest methods are to use the TM Save and Send to Time Matters features. TM Save The TM Save button appears on the toolbar of your word processor or other application. It is available in the following applications: Word 2003, 2007, and 2010 WordPerfect X3, X4, and X5 Excel 2003, 2007, and 2010 PowerPoint 2003, 2007, and 2010 Adobe Acrobat 8, 9, and X Internet Explorer 7, 8, and 9 Mozilla Firefox 3.5 If the TM Save button does not appear on the toolbar of your application and is not an available option when customizing the application toolbar, ask your administrator to install TM Save. To use TM Save, simply open a document in a supported application and click the TM Save button on the application toolbar. Time Matters will open if it is not already running (possibly requiring you to log in). A Form opens with the file name already filled in. Complete the rest of the form and click Save and Close. Send to Time Matters In Windows Explorer, locate the file(s) for which you want to create records. Select one or more files and right-click a selected file to open the options menu. Point to Send To and select Time Matters Time Matters will open if it is not already running (possibly requiring you to log in). The Create Profile Records screen opens. Select whether you want to preview each record as it is created, and select entries that are common to all the records you are creating. For example, if all the records are medical records for a single case assigned to a particular Staff member, you could select the Medical Records Classification Code in the Code field, the Staff member assigned to the case in the Staff field, and the Client and Matter name for the case in those respective fields. Click OK to create the records with the settings you have chosen. The Create Profile screen Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating s 19

20 Common Tasks Common Tasks Common Tasks Common Tasks Common Tasks Creating a New Using the Formattable Clipboard The Formattable Clipboard lets you copy data from multiple fields of a record at one time, and paste it into a document using a predefined layout. You select the record to copy and the template that defines the layout and formatting you want to use. To Create a New Using the Formattable Clipboard 1. On the list, click the Add button to open a new form. 2. In area 4 of the form, make sure the Clipboard button is selected. 3. Click Data Source. 4. On the Select Record Type drop-down list, select the type of record whose data will be used to create the document. 5. Click the Add button. A list of records of the selected type opens. Select the record(s) whose data will be used to create the document and click OK. 6. Click Template. The Template tab is divided into two lists. The left list shows document templates used as a basis for the new document. The right list shows Formattable Clipboard templates used to copy specific information from the record you selected as the Data Source. 7. Select a document template in the left list and a Formattable Clipboard template in the right list. 8. Click the Create button. 9. If you are prompted to enter information for the template you selected, do so and click OK. 10.A new blank document will open in the program associated with the template you selected. 11.Press CTRL+V to paste the information that was copied to your Windows Clipboard. 12.Complete the document and save it. Creating a New Version of an Existing You can manage multiple versions of a document using a single record in Time Matters. Just open the record and use the New Version feature whenever you want to create a new version of the document. To Create a New Version of an Existing 1. On the list, open a record. 2. In area 4 of the form, click the Existing button. The bottom area of the record form displays information about the current version of the document: its size and the date and time of the most recent version. Note: You can view a list of previous versions of the document by clicking the Versions button. 3. Click the New Version button. The current version of the document opens in the program associated with the document s file type. 4. Make the desired changes to the document. Save and close the document when you are finished. 5. In Time Matters, save and close the record form. The next time the record is opened, it will show your updated version of the document as the current version. Detail of Area 4 of the form 20 Creating s

21 Your Database Time Matters presents your Contacts, Matters, and other information in the form of lists and records. This chapter describes how to use lists and records to view the information you need. It also describes how to use several program features that make it easier to work with records. In This Chapter Record Lists Displaying Main Record Lists Elements of a Main Record List Common List Controls Record Forms Records by Type Related Records Archived Records Searching for the Information You Need List Searches Combined Search Custom Search Global Search (Conflict of Interest) Record Lists The main record lists are the starting point for locating, viewing, and managing records. The Contact list, for example, lets you view, add, and update Contact records. Displaying Main Record Lists You can open a main record list by clicking the corresponding button on the main toolbar or by pressing the list s hot key: List Type Hot Key List Type Hot Key Event F3 Phone Call F8 ToDo F4 F9 Contact F5 F11 Matter F6 Billing F12 Note F7 You can also open a list using options on the main menu bar. Many record lists are accessible from the Database menu, but Event and ToDo lists are on the Calendar menu, and other record lists are located on other menus. Elements of a Main Record List Although you can customize the appearance of the main record lists, the default appearance of a list commonly includes these elements. Table of Records The main area of the list shows records in a table. Each column of the table displays a piece of information from the record. For example, the Last and First columns on the Contacts list show the last name and first name, respectively, of each Contact. If you double-click a Contact in the list to open the Contact record, you will see that the information on the list comes from fields on the record form. Each column matches a particular field. Record Lists 21

22 Task Panel Quick Tabs Listed records Column labels List title bar List toolbar Power View Task Panel The Task Panel appears on the left side of main record lists and provides convenient one-click access to various program features. Clicking an item on the Task Panel opens the related feature. Time Matters automatically groups Task Panel controls of similar types into collapsible boxes. All controls that open record lists, for example, are grouped into the "Navigate" box. List Toolbar Buttons on the list toolbar access program features. Most buttons perform an action on the record(s) you have highlighted on the list. Power View The Power View area lets you preview details of the record currently selected on the list without having to open the record form. The various Power Views show information from different record fields. All record types provide the Form View and the Summary View. Contact and Matter records include additional views. Quick Tabs A Quick Tab is basically a saved search that you can apply at any time to filter the records in a list. For example, the Contacts list might have a Quick Tab set up to display only Contacts that are classified as Clients and are assigned to you. You might name the tab My Clients. You can select a Quick Tab on the Task Panel, in the collapsible box labeled Quick Tabs. You can also customize the record list to display Quick Tabs along the top. Common List Controls All lists have some fields and controls in common. Changing the Sort Order of a List Click a column label to sort the list by that field. Click the column label a second time to change the sort order from ascending to descending (alphabetically or numerically, depending on the field type). Pop-Up Menus Right-click a record on a list to open a pop-up menu. Add, Change, and Delete are always available. Other available commands vary by list. 22 Record Lists

23 List Search Box By default, the first item on a list toolbar is a search box. To perform a simple text search of the record list, type text into this field and then exit the field by pressing TAB or clicking elsewhere on the list. The list will be filtered to display only records in which the search text was found. Cancel the filter by clicking the Search button on the toolbar. Common Symbols A symbol within a record entry on a list indicate that a record has a special status. The following table lists the symbol characters used and what each symbol indicates. Symbol Indicates Events have a time conflict. Appears in the! Time/Dur column. Event or ToDo is the Master (or Parent) Record in a record Group. Appears in the day of week column. Event or ToDo is a Grouped (or Child). Record in record Group. Appears in the day of week column. Record is part of a Schedule Chain. Appears in the day column. Record has an Alarm set. Appears in Alarm column. Event or ToDo has been Billed. To show this symbol, go to File > Setup > General > $ Program Level > Lists and select the Show $ in Status Field check box. Appears in the status column. Specified Related Record. Appears before ~ record information on the Related tab of an open record. Common Buttons on List Toolbars Although toolbar buttons may vary from list to list and are also customizable, the buttons in the following table are common to most list toolbars. Button Description Add Record: Opens a blank form to create a new record. Change Record: Opens the completed form to view or edit the record. Delete Record: Deletes selected record. Search Records: Opens the Search Criteria screen. Click the binoculars to open the default Search type; click the down arrow for other search options. Process Records: Processes tagged records. Clicking the button opens the default Process. Clicking the down arrow shows other Process options. Dial Phone: Opens the Dialer to dial any phone number in a selected record. Print Records: Prints a report using tagged records or a report set up in the Report Specifications screen. Tag All / Untag All: Tag all or untag all records in a list. You can also click the list and press CTRL+T to tag all or CTRL+U to untag all. Copy to Clipboard: Copies the tagged records into the Windows Clipboard using a Formattable Clipboard template. Copy Record: Copies the selected record to a new record. Bill Tagged Records: Open a Billing Item record for each tagged record. Properties: Displays information about a record: when it was created, who created it, if it is linked to another record, etc. Record Lists 23

24 Record Forms Forms are a collection of entry fields where the information for one record is entered. While each record type has its own unique entry fields, there is similarity in how the forms themselves work. Double-click a record on a list to open the record form, or highlight the record and click the Change button on the list toolbar. To open a new, blank record form, click the Add button on the list toolbar. Record forms are divided into different areas, each containing a set of related data fields. Area 1, at the top of the form, always includes fields to name the record, to assign Staff members to the record, and to assign a Classification Code to the record. Other areas contain user-customizable fields to collect the data your office requires. Field labels appear to the left of a field. Form toolbar Fields That Link to Other Records You can link record forms to each other to simplify data entry. A Contact or Matter field on the main record forms has a Lookup button to the right of the field. When a Contact or Matter is selected from the Lookup list, the field and related fields such as address and phone number are completed automatically. If the Lookup button beside a field shows a double arrow ( ), that field is linked to another record. When a linked Contact or Matter record changes, the information is updated on every form to which that record is linked. Deleting the contents of the Contact or Matter field used to set up the link unlinks the records. Form tabs Lookup buttons Almost all the fields on record forms are customizable. 24 Record Forms

25 Form Tabs Use form tabs to select different sets of information on a form. In the portion of the form below Area 1, each tab displays additional data fields or sublists of records that are related to the current record. Primary Tab All records have a Primary tab that includes the field information and the memo field. Area 1 (top) is the information most commonly used. The fields in this area form the basic structure of the application, and have limited customization. Areas 2 and 3 can be either Address fields or userdefinable fields. Areas 4 and 5 are user-definable fields and Area 6 is typically the Memo field. The first user field in Area 5 of Contact and Matter forms is the linking field to Billing programs. The field label changes depending on the Billing Option selected. Secondary and Additional Tabs Contact and Matter forms have Secondary and Additional tabs. These each contain six areas that can contain name, address, and phone number sections or other user-definable fields. Related Tab This tab shows all records related to the current record. Some records are related by sharing the same Staff, or the same Contact or Matter in the Regarding field, while others have user-specified relationships. Time Matters 11.0 with Total Practice Advantage - New User Guide Other Tabs Each of the remaining tabs (Custom, Notes, s, Phone, , Mail, Lexis, Outline, and Billing) displays related records of a particular type. These records might be related to the current record by sharing the same Staff or the same Contact or Matter in the Regarding field, or they might have user-specified relationships. Some form tabs might not be enabled on your record forms. Refer to the online Help for instructions on enabling form tabs. Records by Type The main record types are Contacts, Matters, Events and ToDo s. The supporting record types are Notes, Custom Forms, s, Phone Calls, s, Mail, Outlines, Web (Lexis), Billing Item records, and User Defined records. The following sections explain each record type. Contacts The Contact record is the basis of client relations management. This form is used to collect information about a person, organization, or business. Any piece of information collected about this entity appears somewhere on this form. Click the label of the first field to toggle between Full Name and Org Name. Full Name is used to gather data for a person, and Org Name is used for an entity such as a business. To create a new Contact record, click Add on the Contact list or press CTRL+SHIFT+C. If the New Contact Intake wizard is enabled, the wizard opens; otherwise the Contact form opens. Matters Depending on options set up at the Program Level, the Matter record may be an Engagement, Matter, Project, Order, Case, Account or Job. In this guide, Matter is used to refer to all terms. The record form stores all information about a Matter in one place so that anything regarding the Matter can be found quickly. By linking other records to the form, all Phone Calls, Notes, Events, ToDo s, etc., that are related to this Matter can be easily found. Record Forms 25

26 The Matter form has a unique area called the Caption Area. This area is optionally displayed using the View menu on the form. Use this area to type a larger description of a Matter. To create a new Matter record, click Add on the Matter list or press CTRL+SHIFT+A. If the New Matter Intake wizard is enabled, the wizard opens; otherwise a Matter form opens. Events Events are meetings, conferences, or any appointment occurring at a particular time and date. (Events are similar to ToDo s, but an Event has both a time and a date; ToDo s are date-based only.) Events and ToDo s both appear on the Daily Calendar, and track the tasks completed each day. To create a new Event record, click Add on the Event list or press CTRL+SHIFT+V. ToDo s ToDo s are tasks that must be completed on or by a date, but not by a particular time on that date. These tasks can be writing a letter, doing research, etc. ToDo s, in combination with Event records, keep track of the tasks completed each day. These records are often used to create Billing Records. To create a new ToDo record, click Add on the ToDo list or press CTRL+SHIFT+T. Custom Forms Custom Forms are records created using Custom Form templates that have been previously created. These templates contain user-designed fields that store data for which the standard complement of record fields does not suffice. Area 4 of the Custom Form is used to select a template. The fields from the selected template appear on the record form and can be used like any other field on the record. After entering data, do not change the template or the data will be lost. To create a new Custom Form record, click Add on the Custom Form list or press CTRL+SHIFT+F. Notes The Note form is used as a notepad, to gather information in Rich Text Format instead of in field format. For example, a note may be a lengthy description of a meeting or an extensive note taken during a phone call. Area 5 of the Note form is used to enter and customize the note. The toolbar includes standard text formatting options and a spell checker. The Note area can be expanded using the Expand button to the right of the formatting bar. Notes can be up to 32,000 characters in length (about 7-8 pages depending on font and spacing). To create a new Note record, click Add on the Note list or press CTRL+SHIFT+N. s The form contains information about a document (letters, spreadsheets, images, etc.) and a path to that document. This form is the primary place for document generation to begin. To create a new record, click Add on the list or press CTRL+SHIFT+D. Phone Calls The Phone Call form is used to track information about outgoing or incoming phone calls. If the form is used for recording a message of a phone call for another user, the user can be notified through the Messaging system. To create a new Phone record, click Add on the Phone Call list or press CTRL+SHIFT+P. 26 Record Forms

27 The form is used to compose new messages. Files can be attached to the using the Attachments button. If you receive from a person not on the Contact list, you can open the and press CTRL+SHIFT+C to create a new Contact record that has the person s full name and address automatically filled in. You can also create a new Event or ToDo from an open record, by pressing CTRL+SHIFT+V for an Event or CTRL+SHIFT+T for a ToDo. The new record will have the s subject in its Description field, and the body of the in its Memo area. To create a new record, click Add on the list or press CTRL+SHIFT+E. Mail The Mail form gathers information about physical mail sent or received via the Postal Service, FedEx, UPS, a courier service, etc. Only Time and Date are required fields. In Area 2, click the upper left button to toggle its label between To and From. The fields in Area 2 record either To and From information, depending on the button s state. To create a new Mail record, click Add on the Mail list or press CTRL+SHIFT+L. Web/LexisNexis This form collects and stores information found on the Internet. Use the buttons in Area 4 to change the layout and size of the bottom part of the form. This area can contain the Web site and a memo field. It also maintains a history of browsing and searches. Go to View > Research Bar on a Web/ Lexis form to access additional research tools. To create a new Web/Lexis Research record, click Add on the Web/Lexis Research list or press CTRL+SHIFT+W. You can also create a Web/Lexis Research record by clicking the TM Save button on your Web browser toolbar. Billing Item Forms This form collects information about Expenses or Time spent for a Contact or Matter. For time entries, complete the Time and Duration fields. To track expenses, complete the Quantity and Amount fields. The form changes depending on which billing application is linked to. To create a new Billing record, click Add on the Billing list or press CTRL+SHIFT+B. Outlines An Outline represents the breakdown of projects into smaller tasks, each of which can be associated with a record, such as an Event or a ToDo. To create a new Outline record, click Add on the Outline list or press CTRL+SHIFT+O. User Defined You can define up to five custom record types to meet the individual needs of your organization. These records can be date-based or name-based. Examples of date-based records include Deadlines, Statutes of Limitations, and Service Calls. Examples of name-based records include Assets, Actors, and Investments. To set up User Defined record types, go to the Lists tab of Program Level Setup and click the User Defined button. See the online Help for additional information on User Defined records. Record Forms 27

28 Related Records Related records answer questions such as show everything for this Staff, or show everything for this Contact. Related records can also be called linked records or associated records. Instead of going to each record type and searching for relations, you can click the Related Records tab on any record of interest. This tab shows all other records that share the same Staff, or the same Contact or Matter in the Regarding field. Relationships between records may be either automatic or specified. Automatic Relationships These relationships are created automatically based on the data in the fields of the respective records. For example, all records with the Brown Apparel Matter in their Regarding field are automatically related to the Brown Apparel Matter record. Specified Relationships Specified relationships must be created by a user. The Related Records list indicates specified relationships with a tilde ( ~ ) symbol. You can create a specified relationship by: clicking Add on the Related Records list dragging one record on top of another record clicking Add > Add Related Record on a form tab, such as the s tab or Notes tab Relationship Codes Relationship Codes identify and classify specified relations, allowing you to indicate that a Contact is an Owner, Accountant, etc. for a Matter. When you create a specified relationship between two records, choose a Relationship Code describing the relationship from the drop-down list. To set up Relationship Codes, go to File > Setup > Codes > Relationship Codes. To add a new Code, click Add and enter a code of up to 4 characters and a description. Multiple Matters for a Client If you have a single client with many Matters, you can leave the Matter Reference field on the Contact form blank and use the Related tab on the Contact form to view the client s Matters. (The Matters are automatically related to the Contact because they have that Contact in the Regarding field.) This is referred to as a one-to-many relationship between the Contact and the Matters. Archived Records Archiving a record moves it from the active list to the archive list. No data or record relationships are lost. Archiving completed ToDo records, past Event records, and closed or inactive Matter records reduces clutter and helps maintain ease of use. Archive records by going to Process > Archive from inside the open Record. Alternatively, you can tag records in a list and go to Process > Archive on the list toolbar. This is especially useful for archiving lists of records obtained through the results of a search. You can also use the Batch Archive utility to archive date-dependent records (all records except for Contacts and Matters) with dates earlier than a date you specify. Go to File > Utilities > Batch Archive. 28 Record Forms

29 Searching for the Information You Need Time Matters helps you find information quickly through several different search methods. You can search individual record lists or your entire database. To search documents outside your database, see Searches on page 45. List Searches You can search the record list you currently have open using the Search box or using QuickPik. Search Box With default settings, each list toolbar includes a search box that lets you perform a simple text search of the record list. Type the text you want to find in the search box and then press ENTER. The list will be filtered to display only records in which the search text was found. Cancel the filter by clicking the Search button on the toolbar. Your most recent search terms for the current list are stored for reuse. Click the drop-down arrow beside the search box to select a search term that you entered previously. QuickPik Click on a list and start typing to move the highlight bar to the record that most closely matches what you are typing. You can type the full name of a record to go directly to that name. The characters you type are displayed in a pop-up box when you start typing. These keys are cleared immediately by pressing the Up or Down cursor arrow keys. You can also use the backspace key to correct a typing error when using QuickPik. QuickPik also has a time-out. A specified number of seconds after you stop typing, the previously typed keystrokes are cleared, allowing you to type another name to continue with another search. Combined Search A Combined Search lets you use multiple search criteria to locate records. For example, to see all the Clients assigned to a particular Staff member, search the Contact list for the Staff member and the Client Classification Code. To open the Combined Search screen, open a record list and go to Search > Combined Search or press the hot key F2. The Combined Search filters out records that do not match the field entries on the Search Criteria screen. Therefore, if you type RSB for Staff and Brown v. Brown for the Matter, only the records for Staff RSB and Matter Brown v. Brown are displayed on the result of the search. Click the Search button on the list toolbar to cancel the search and remove the filter on the list. Custom Search Custom Search provides options similar to a Combined Search, except that you can save your search criteria as a Search Template for reuse later. Searching for the Information You Need 29

30 Global Search (Conflict of Interest) Global Search performs a search of the entire Time Matters database, including all record fields and areas such as notes and memo areas. Narrow your search to include only selected lists. This search also includes the contents of external documents attached to records in the scope of the search (provided that Time Matters Files are in the search). To Perform a Global Search 1. Select Global Search from the Search menu to begin. The first screen in the search wizard gives you the option to use an existing search template (one previously created and saved), modify an existing template, or create a new template. This example procedure is based on creating a new search template. Select Create a new search template and then click Next. 2. Records to Search. Specify the record types to search. You can select All Record Types, which includes Active and Archived records, or you can determine which records to search and if Archived records are included for the selected types. Select the check box beside a record type to include that record type in the search. Click Next to continue. 3. Record Search Filter. This sets the scope of the search. The Dates, Matter and Contact, Staff, and Text Search Criteria Fields work the same as the Search Criteria fields for lists. Note: Classification Code is not a search criterion since all record types have different Classification Codes, and a Code specification would search only one record type. A Classification Code Description, however, can be used as a Text search criterion. To conduct a Conflict of Interest search, leave all fields blank and specify a date range with a long enough period to cover all records. Filter Fields Date Range Date From Date To Contact Contact No. Matter Matter No. Staff Pre-defined date ranges you can select instead of entering start and end dates. The starting date for the Search. No records before this date are searched. The ending date for the Search. No records after this date are searched. The Contact to find. The Contact field must contain this entry. The Contact Number to find. Entering a Contact Number automatically fills in the Contact field. The Matter to find. Entering a Matter Reference automatically fills in the Matter Number field (if the selected Matter has a file number). The Matter Number of the Matter to find. Entering a Matter Number automatically fills in the Matter field. The Staff member to find. In the Name or Text field, type the name or text to search for. For Conflict of Interest Searches, the best approach is to find as many likely matches as possible for the Name or Text Search, then review the findings for possible Conflicts of Interest. It is better to err on the side of finding rather than missing a match. 30 Searching for the Information You Need

31 For example, typing too few characters will produce too many matches: typing WIL will find names such as WILSON, WILLIAMS, etc. Typing too many characters, such as KATE B. WILSON, will cause you to miss KATE WILSON (no middle initial) or even KATE B WILSON (no period after the B). Click Next to continue, or click the Advanced button to go to an optional screen with additional search options. 4. Advanced Search Options. (Optional screen.) Options to enter multiple search terms and expand your search results are on this screen. Enter Keywords Terms you type in these fields are added to the main search term(s) entered on the previous screen. An implied OR connector follows each field. For example, if you typed "Smith" as the main search term on the previous screen, and you now type "John" and "Jane" on the first two fields of the Advanced screen, Global Search will look for records that have the word Smith and also either John or Jane. Enable Natural Language A natural language search request is any combination of words, phrases, or sentences. Search results are sorted by their relevance to your search request. Common words such as if and the are ignored. Enable Stemming Extends a search to cover variations of words. For example, a search for fish would also find fishing. A search for applied would also find applying, applies, and apply. Enable Phonetic Searching Finds words that sound like the search term and begin with the same letter. For example, a phonetic search for Smith also finds Smithe and Smythe. Enable Fuzzy Search Finds a word even if it is misspelled. For example, a fuzzy search for apple finds appple. This is useful when you are unsure of the spelling of a name you are searching for, or when searching text that might contain typographical errors. Adjust Fuzziness lets you control the level of the fuzzy search. Click Next to continue. 5. Other Search Types. Specify other search types to include. These options vary depending on features and links to external programs you have set up. Possible options include: Web, Outlook Folders, Files, and lexis.com. Each choice you include provides a screen to enter search criteria for that option. For example, Web provides a screen for you to choose from a list of Web Search sites you have configured. Click Next to continue. If you selected additional search types, follow the wizard s instructions to configure each type, clicking Next to proceed. 6. Finish. This screen lets you save the Search Template. To save the Template for later use, select Yes and provide a name. Click the Finish button to perform the search. The Global Search generates a list of records. Review the results to further determine if there is a match (or if a Conflict of Interest exists). The list opens as each record type is searched for records matching the search criteria. For a closer look at a record to see the nature of the match or potential conflict, highlight the record and click the View button to open that record form. The match with the search name or text may also be in the attached Notes or Custom Forms. Therefore, you may not see the name or text on the Form. Searching for the Information You Need 31

32 32 Searching for the Information You Need

33 Managing Your Schedule This chapter discusses basic Calendar functionality, including descriptions of the various Calendars and how to use them to manage your Events, ToDo s and other records. Calendaring-related features such as Alerts, Reminders, Watches and Journals are also described. Events and ToDo s Events and ToDo s are the record types most often used for scheduling. Events and ToDo s are similar, but have important differences: An Event has both a date and a time. Event records are like appointments. They typically represent meetings, hearings, trials, and other events that occur at a particular time of day. A ToDo has a date but no time. ToDo records are like tasks. They must be completed on or by a date, but not at a particular time on that date. These might include writing a letter, doing research, or filing documents. Calendar Overview Your Calendar provides the most convenient place to manage Events and ToDo s. The Calendar can show you the Events and ToDo s that you have scheduled for a single day, or you can view several days, a week, or a month at a time. Managing Your Schedule Managing Your Schedule Managing Your Schedule In This Chapter Calendar Overview Calendars for Multiple Staff Adding Items to the Calendar The Scheduler Alerts, Reminders, Watches Journals To open the Calendar, click the down arrow on the Calendars toolbar button and select the calendar view you want: Daily, Weekly or Monthly. Alternatively, you can click Calendar on the main program menu and select the calendar view you want to open. The Daily Calendar gives you a close-up view of your schedule, with Events shown in the top area of the Calendar and ToDo s in the bottom area. By default, the Daily Calendar shows half-hour time intervals. An Event s duration is represented visually by the number of time intervals it spans. A vertical bar on the left side of the Event box shows the exact duration of the Event if it does not take up a whole number of time intervals, such as an Event scheduled for 45 minutes. Managing Your Schedule Managing Your Schedule Events and ToDo s 33

34 Calendar Selector Events Area Calendar Toolbar Reference Calendar Managing Your Schedule Managing Your Schedule Managing Your Schedule Managing Your Schedule Managing Your Schedule ToDo s Area The Multi-Day Calendar shows several Daily Calendar views side by side. (Note that viewing seven days on the Multi-Day Calendar is not the same as viewing the Weekly Calendar!) The Weekly Calendar shows your schedule for an entire week, from Monday to Sunday. Instead of dividing Events and ToDo s into different areas, this view shows both types of records in a combined list for each day. The Monthly Calendar displays an entire month of your schedule, with both Events and ToDo s listed together on each day. You can zoom in on a date on the Monthly Calendar by double-clicking that date. This presents an expanded list of the records for that day. Supporting Records Adding Items to the Calendar Staff Selector On the Daily Calendar, double-click a specific time in the Events area to add an Event that begins at that time, or double-click the ToDo s area to add a ToDo for the date currently displayed. On other Calendars, click the desired date and then click the Add button on the Calendar toolbar to create a new item on your schedule. On the Weekly and Monthly calendars, you will be asked whether you want to add an Event or a ToDo when you click the desired date and then click the Add button. The Event or ToDo record form opens. Enter the information you need and click Save & Close. Some form fields will be pre-completed on the form based on information from the Calendar: The Date field will show the date you selected on the Calendar. 34 Calendar Overview

35 The Time field (Events only) will show the time you selected on the Daily Calendar. The Staff field will show the Staff member(s) displayed on the Calendar. Quick Entry You can also use the Quick Entry feature to create Events with minimal information, such as a reminder to place a call or meet someone for lunch. To create an Event using Quick Entry, simply click a time slot on the Daily Calendar and begin typing a short description of the Event. The Quick Entry form will open as you type. This form has a Description field, a Classification Code field and a Memo field. Complete these fields as needed and click OK to create the Event. On the Daily Calendar, you can drag and drop Events to change their time slots and durations. To change an Event s time, place the cursor over the bar on the left edge of the Event, click and hold the mouse button, and drag the Event to the desired time slot. To change an Event s duration, place the cursor over the lower edge of the Event, click and hold the mouse button, and drag the edge to the desired end time for the Event. Calendars for Multiple Staff Time Matters lets you view not only your own calendar, but the calendars of other Staff members in real time. On the Calendar toolbar, click the drop-down arrow beside the Staff field and select the Staff whose calendar you want to view. Event and ToDo records assigned to that Staff member will be displayed on the Calendar. You can also display multiple Staff on the Calendar simultaneously. Click the Lookup button beside the Staff field to open a new window in which you can select multiple Staff to view. Another way to view the calendars of multiple Staff is to select a Staff Group in the Staff field. Staff Groups are predefined lists of Staff with common traits, such as Partners. With a Staff Group selected, click the Expanded Groups button on the Calendar toolbar to view Events and ToDo s for every individual member of the Staff Group. If your firm has assigned Staff colors, you can set the bar to the left of each Event and ToDo on the Calendar to display show the color of the Staff assigned to that record. The Scheduler When you need to check the availability of Staff for an Event, use the Scheduler. To open the Scheduler, click Calendar on the main program menu and select Scheduler. The Scheduler displays a row for each selected Staff member, making it easy to compare their scheduled and available time. Use the Staff Selector or the Lookup button beside the Staff field to select multiple Staff members for display. To select a date to display, click a day on the Reference Calendar or type a date in the GoTo field and press the TAB key. To see the details of what is scheduled for a Staff member on a given day, double-click anywhere in that Staff member s row. A window opens, displaying that person s schedule for the day. Note: Events with no duration display with a shallow bar. Alerts, Reminders, Watches Alerts, Reminders, and Watches bring time-critical activities to the attention of users and Staff. Alerts inform Staff members when important items are placed on their calendars or entered on record forms assigned to them. Reminders display on user-specified days in advance of a record s scheduled or due date. Managing Your Schedule Managing Your Schedule Managing Your Schedule Managing Your Schedule Managing Your Schedule Alerts, Reminders, Watches 35

36 Managing Your Schedule Managing Your Schedule Watches inform you when a Contact or Matter has been inactive for a long period of time. All three types of notification display on the Alerts, Reminders, and Watches screen. To View Alerts, Reminders, and Watches, go to Calendar > Alerts, Reminders and Watches. There are also Contact Journals and Matter Journals, which function similarly. These journals focus on work done for a particular Contact or Matter instead of work assigned to a particular Staff member or user. To open the Personal Journal, go to Calendar > Personal Journal. To open the Contact Journal, go to Calendar > Contact Journal. To open the Matter Journal, go to Calendar > Matter Journal. Managing Your Schedule Managing Your Schedule Managing Your Schedule The Alerts, Reminders, and Watches screen opens showing the default Staff or Group assigned to you or set on the Program Login screen. The Date is today s date or the date set on the Program Login screen. The date in this field is called the Check Date the date against which the program checks records to see if they should be displayed on the Alerts, Reminders, and Watches screen. In addition to Alerts, Reminders, and Watches, the screen also shows Actual items dated records whose scheduled or due date has arrived. For more information on Alerts, Reminders and Watches, refer to the online Help. Journals The Personal Journal provides access to records that fall within a narrow date range and that are linked to a Staff member and/or user. The Personal Journal presents a broad range of Time Matters information at one time, with a focus on the immediate or short-term needs of the user. Adding, changing, and deleting records from the Journal is the same as adding, changing, and deleting records from Calendars, main Record lists, or Supporting Record lists. You can also mark records as Done or Not Done by right-clicking a selected record within the view panes. When the Journal is open, each review area can be enlarged for easier viewing by clicking the box in the upper right corner of that area. Within the review areas, users may drag and drop records within a particular data area to establish Specified Relationships. 36 Journals

37 provides a framework within which you can systematically organize and manage electronic documents created by word processors, spreadsheets, scanned images, and other applications. Time Matters makes it easy to work with documents created within the application or by outside applications such as your word processor. You can associate document files with Time Matters records, perform document version control, and save files directly to Time Matters from your word processor. In This Section Overview of s List Sublists Folders Form Creating New s Templates Formattable Clipboard Merge Templates Scanning s HotDocs Versions Version Control Importing s Searches Search Types Additional Search Options Using the Search List Saving Searches Overview of s A record is not an actual document file, but a database entry that is associated with a document file and contains information about the file. The record lets you relate Contacts and Matters to the document, track multiple document versions, and perform other management functions. A record can be associated with a variety of types of actual files. Supported file types include the following: Word processor files (.DOC or.wpd) Spreadsheets (.XLS or.wk1) Scanned images (.TIF) Internet files (.HTM) Acrobat Portable Files (.PDF) Sound files (.WAV) Video files (.AVI) Microsoft Office Binder files (.OBD) Overview of s 37

38 List All your records are displayed on the main list. Records are added to this list whenever a new document is created. To Open the List On the Database menu, select List > All s Click the Docs button on the main toolbar Press Hot Key F9 Use the list toolbar above the list of documents to add, view/change, or delete documents, to search, tag, and process records, and to print and set the Properties for records. Form To Open the Form Go to File > New Record >. Click the Add button on the list. Press the Hot Key CTRL+SHIFT+D. If you open a new form from within another record such as a Contact, some form fields will be prefilled with data from the originating record. You can also view s related to a specific client. On the client s Contact or Matter file, select the s tab. Sublists sublists provide a convenient way to work with all the documents for a particular Client or Matter. On an open record form such as a Contact or Matter, click the s form tab to view a list of all the records related to the Contact, Matter or other record you have open. You can perform the same tasks on records in the sublist as on records on the main list. Folders From the main list or from a sublist, you can open the folder a is stored in. To do so, do the following: Right-click the record in the list or sublist and click Open Containing Folder. The top area of the form is similar to other record types: there are fields for Date and Time, Classification Code, Description, Staff, and the Regarding line. Unique to the form is the File Name field. This field displays the name and location of the file associated with the record. Ampersand notation is supported, which means that the ampersand character (&) subsitutes for the path of the Time Matters Files Directory. The AutoName check box beside the File Name field ensures that newly created documents are named and saved in folders according to a formula you specify. For example, a formula could automatically insert the date and the Client s name in the name of the file, and place the in subfolders named for the Client and Matter. 38 Overview of s

39 To Define an AutoName Formula 1. Go to File > Setup > General > Program Level > Forms tab. 2. Select s as the Form type and click the Set Form Options button. 3. On the Program Form Settings screen, select AutoName Checked by Default and click the Advanced button. 4. On the AutoName Options screen, select elements from the drop-down lists to define naming formulas for subfolders and file names. Most of these elements are variables (such as Client ), whose values are drawn from fields on the form. Other available elements include the date, time, and special characters. The bottom area of the form changes appearance based on your selection of one of three buttons: Memo, Generate, and Versions. Click Memo to display the standard Memo field that appears on most record forms. Click Generate to create a new document or to relate an existing file to the record. Click Versions to view a history of document versions or to revert to a previous version. Associating an Existing File with the Record When you complete the File Name field, you can specify an existing file to associate with the record. You can type the path and file name into the field, or click the Lookup button to browse for the file. the File Associated with the Record To view the file associated with the record, click the Existing button and then click the GoTo button that appears below the File Information area. The file will open in its native application. Ampersand Notation To avoid having to specify long directory paths in the File Name field of a form, you can type the ampersand symbol (&) in place of a portion of the path. The ampersand substitutes for the application s Files directory. The Files directory is where files are stored if you want them to be physically located under the main application directory. One advantage to this approach is that if the Files Directory location ever changes, the change will automatically apply to records that use the & character in their path. You can specify the location of your Files directory on the Set File Locations screen. To Open the Set File Locations Screen 1. Go to File > Utilities > File Locations. 2. Select a File Locations File to modify and click the Edit button, or click the Add button to create a new File Locations File. The Set File Locations screen opens. Overview of s 39

40 Creating New s There are many ways to create new documents from the Form, including: Using a Template Using the Formattable Clipboard Using a Merge Template Using a Scan Using HotDocs Procedures for each of these methods are given in the following sections. Templates Templates are blank files or documents from which a new file or document inherits default settings. For example, in a word processing document, the template sets the fonts, style, page type and layout, and can even contain auto-run macros. Templates can be anything from blank documents that have your letterhead and formatting preferences to spreadsheets that contain all the formulas for special reports. To be available for use in the form, templates must meet two criteria: They must reside in the sub-directory named Template that is found in the Files Directory specified in the application s File Locations settings. The file extension must be associated with an application installed on your computer. For example, if a template is named BLANK.DOC, then.doc must be assigned to an application, usually Microsoft Word. To Create a New Using a Template 1. Open a new form and complete the fields in the top area. 2. In the bottom area of the form, click the Generate button and the New File button. 3. Do the following to select a record to use as a data source for the new document: a. Click the Data Source button. b. Select a record type from the Select Record Type drop-down list. c. Click the Add button and tag one or more records in the list that opens. Then click OK. 4. Click the Template button. Select a document template from the list of available templates. 5. Review the form to make sure that the File Name field contains a path and file name. Then click the Create button. The application associated with the template opens. The template is copied into a new file. 6. Save the file and close or minimize the other application to return to Time Matters. Formattable Clipboard The Formattable Clipboard tells Time Matters which fields to copy to the Windows Clipboard when you use the Copy function. You can create clipboard formats that copy different sets of data fields. This saves you the trouble of copying text out of individual fields one at a time, such as separate address lines. Instead, just select the clipboard format that corresponds to the fields you need. Using special codes and pre-entered text, a clipboard format can even produce complete documents. For example, different paragraphs can be used depending on whether a Contact is from one state or another state. 40 Creating New s

41 To Create a New Using the Formattable Clipboard 1. Open a new form and complete the fields in the top area. 2. In the bottom area of the form, click the Generate button and the Clipboard button. 3. Do the following to select a record from which to copy data to the Clipboard: a. Click the Data Source button. b. Select a record type from the Select Record Type drop-down list. c. Click the Add button and select a record. Then click OK. 4. Click the Template button. Two panels display. The left panel lists the document templates found in the application s Templates directory. The right window displays the clipboard formats defined for the record type you selected under Data Source. For example, if you select Contact as the record type under Data Source, then only clipboard formats for Contacts are displayed. 5. Select a document template and a clipboard format to use to create the document. 6. Review the form to make sure that the File Name field contains a path and file name. Then click Create. The application associated with your Template opens. Your Template is copied into the new file. 7. Paste in the information that was copied to your Windows Clipboard by the Formattable Clipboard procedure. In most Windows programs this is done by pressing CTRL+V or from Edit > Paste. 8. Save the file and close or minimize the other application to return to Time Matters. Merge Templates generation using Merge is similar to the Formattable Clipboard. A template containing the standard document is set up containing fields that are completed when the procedure is run. The main difference is that this form is set up in your word processor rather than in Time Matters. You select one or more records, select the template, and your word processor starts and creates a file completed with data from the selected records. Merges have two parts: The standard document to be duplicated, called the Form document. The Form document is created by your word processor. The source of names and information to be merged into the standard document, called the Data document. The Data document is created in Time Matters. To Create a New Using a Merge Template 1. Open a new form and complete the fields in the top area. 2. In the bottom area of the form, click the Generate button and the Merge button. 3. Do the following to select a record from which to copy data to the Clipboard: a. Click the Data Source button. b. Select a record type from the Select Record Type drop-down list. c. Click the Add button and select the records to be used in the merge. Then click OK. 4. Click the Template button and then select the merge template to use. 5. Review the form to make sure that the File Name field contains a path and file name. Then click Merge. Your word processor opens and the document is created. Creating New s 41

42 Scanning s In addition to attaching an existing scanned file to the record, you can bring a scanned file from the scanner directly into Time Matters using a TWAIN driver. You can also use PaperPort Deluxe to bring scanned files into Time Matters. See the online Help for details. To Create a New Using a Scan 1. Open a new form and complete the fields in the top area. 2. In the bottom area of the form, click the Generate button and the Scan button. 3. Click the Template button. 4. Click Select Source to choose a scanner. 5. On the Save As drop-down list, select the type of file to be saved. 6. Review the form to make sure that Area 1 contains a path and file name. Click Scan. HotDocs The HotDocs link automatically creates HotDocs Answer Files, completing HotDocs prompts with information from data fields in your Time Matters records. Your own Answer Files and HotDocs administrative prompts can be referenced. The HotDocs generated document is automatically listed under the Contact or Matter, and is immediately available for reference. To Create a New Using HotDocs Create documents using HotDocs Templates. 1. Open a new form and complete the fields in the top area. 2. In the bottom area of the form, select the Generate button and the HotDocs button. 3. If the new is not already associated with another record, do the following: a. Click the Data Source button. b. Select a record type from the Select Record Type drop-down list. c. Click the Add button and select one or more records. Then click OK. 4. Select the Template button and then select the HotDocs merge template to be used. 5. Review the form to make sure that Area 1 contains a path and file name. Click Assemble. The document is created automatically within your word processor. 42 Creating New s

43 Versions versioning provides a convenient way to maintain a history of changes to a document. A single record is associated with all the versions of the document. Each document version is a separate file that requires space on the hard drive. To View a Version of a 1. Open a record. 2. Click the Versions button and select a version. Click the GoTo button to open the document version in its associated application. Click the View button to open the document in the File Viewer, where you can view it but not edit it. To Create a New Version of a 1. Open a record. 2. Click the Existing button. Click New Version. 3. The document opens in its associated program. Make your edits, then save and close the file. 4. Click the Versions button on the record. The current version is listed in the File Name field. The previous version is in the Versions list. To Revert to an Old Version of a 1. Open a record. Click the Versions button. 2. In the Version list, select the version to which you will be reverting. 3. Click Revert. The file that had been current is not lost. It is in the Versions list as the last version created. Version Control version control prevents documents from being modified by more than one person at the same time by allowing you to check out documents, work on them and then check them back in. Checking out a document marks the Profile record as checked out and optionally adds a read-only attribute to the file on disk. This prevents others from changing the document while it is checked out. Time Matters alerts users that the document is checked out and shows which user checked it out. The document remains available for viewing and printing. Checking s in and out must be done from the main list or from a sublist. To Check Out s 1. Open the list or sub-list. 2. Tag one or more records. On the toolbar, click the down arrow beside the Process button and then click Check Out s. The Check Out or File screen opens. 3. Complete the checkout options. The following options are available: Set /File Properties to Read-Only in Windows Prevents editing of the document in most applications. Checkout /File only - Do Not Copy to a Specified Location Marks the Profile record as checked out. Use this option if you have already copied the file to the location where it is to be edited. Checkout /File Only AND Copy to a Specified Location Marks the Profile record as checked out and copies it to the location you specify. 4. Click OK. The and File Checkout Confirmation screen opens. 5. Review the items in the list (including exceptions on the Exceptions tab) and click OK. Versions 43

44 To Check In s 1. Open the list. 2. Tag one or more records. On the toolbar, click the down arrow beside the Process button and then click Check In s. The Check In or File screen opens. 3. Complete the checkin options. The following options are available: Remove /File Read-Only Property in Windows Remove the read-only file attribute and restore editing. Check In as a New Version of this / File Creates a new current version of the document. The previous version appears in the Versions list. Check in /File only - Do Not Copy from a Specified Location Marks the Profile record as checked in. Use this option if you have already copied the file back to the location from which it was checked out. Check in /File Only AND Copy from a Specified Location Marks the Profile record as checked in and copies it from the location you specify. 4. Click Check in. The Checkin Confirmation screen opens. 5. Review the items in the list (including exceptions on the Exceptions tab) and click OK. Importing s You can bring existing files into Time Matters and associate them with records. Several methods are available to do this. Using the Form When you open a new form, you can specify the name and location of an existing file in the File Name field. Complete the rest of the record form and save the record. Using Drag and Drop Open Windows Explorer and Time Matters, and tile the windows so that both programs are visible. Select one or more files in Windows Explorer and drag them onto the Time Matters window. Dropping a single file onto the List creates a new record for that file. Dropping multiple files onto the List lets you specify information common to all the records you are about to create, such as the Code or Staff. Dropping files onto a Contact, Matter, Event or ToDo creates records that are automatically related to the target record. Certain fields on the form will be pre-completed with information from the target record. Using TM Save Click the TM Save button on the toolbar of your word processor or other application to open a Time Matters form. Using Send to Front Office - Time Matters In Windows Explorer, right-click a document file and select Send To > Front Office - Time Matters 11.0 from the pop-up menu. A screen opens, prompting you to create a profile for the record you are about to create. Complete the form and click OK. 44 Importing s

45 Using a Custom Import Go to File > Import/Export > Import Records > Custom Import. Create a new Import template and select s as the record type. Specify the directory where the documents you are importing reside. Enter information common to all the files you are importing, such as Code or Staff. Searches The Search feature lets you search for records with specific properties as well as for specific text within document files. To Start a Search: On the main menu of the application, go to Search > Search. The Search in s and Files screen opens. Enter your search criteria and click the Search button. A list of search results will appear on the Search screen. Search Types You can use the Search in s and Files screen to conduct several kinds of searches. File Find Finds all files meeting the search criteria without searching within the files. Looks at the name of the file only. To use this search, leave blank the Containing Text field of the search screen. Full Text Search Searches each file meeting the Search Criteria. This lets you search documents that are not indexed. To use this search, type text to search for in the Containing Text field. This search is not case sensitive, and common words such as and, to, and the are ignored. The text can be a word, a phrase, or words linked by connectors such as AND and OR to indicate the relationship between them. Use parenthetic expressions to set the exact search criteria. For example, apple AND orange AND pear is different from apple AND (orange AND pear). See the examples in the following table: Search Criteria apple AND pear apple AND NOT pear apple OR pear apple w/ 5 pear apple NOT w/ 5 pear apple w/ 5 xfirstword apple w/ 5 xlastword Search Result both words must be present apple must be present, pear must not be present either word can be present apple must occur within 5 words of pear apple must not occur within 5 words of pear apple must occur within the first 5 words apple must occur in the last 5 words Indexed Search Searches an index rather than searching each file. Using an index, search time can be less than a few seconds, even if searching thousands of documents. To use this search select an index from the drop-down list in the Indexes field. Searches 45

46 Use the Index Manager to create and configure your document indexes. This utility is available by going to File > Utilities > > Index Manager. Combination Search Specify one or more indexes and folders to search on the Search in s and Files screen. Additional Search Options Additional search options are available by clicking the Options button at the bottom of the Search In s and Files screen. Enable Natural Language A natural language search is a combination of words, phrases, or sentences. After a natural language search, retrieved documents are sorted by their relevance to your search request. Common words, such as if and the, are considered noise words and are ignored in searches. Enable Stemming Stemming extends a search to cover variations of a word. For example, a search for fish also finds fishy, fished, and fishing. A search for applied also finds apply, applies, and applying. Enable Phonetic Searching Phonetic searching looks for words that sound similar to the word you are searching for, and that begin with the same letter. For example, a phonetic search for Smith will also find Smithe and Smythe. Enable Fuzzy Search Fuzzy searching finds a word even if it is misspelled. For example, a fuzzy search for apple finds appple. Fuzzy searching is helpful when searching text that may contain typographical errors or when searching for a name whose spelling you are unsure of. Adjust Fuzziness allows you to control the level of the fuzzy search. Using the Search List After a search is complete, the files meeting the search criteria display in the Search list. From the Search list you can: Add a record for a file. Change or delete records for a corresponding file. The number of records displays in the TM Records column. If more than one document profile exists, you must open the records using the list to edit them. Determine a document s search relevance by the number of occurrences in the Hits column. Highlight a document to preview its contents. You can zoom the Preview pane view and use it to copy text. Open or print a document (if you have software associated with the document type). Tag and Process any or all the documents found. Saving Searches Searches can be saved by: 1) saving the search criteria so you can perform a similar search later, or by 2) saving current search results as a tag list. To Save Search Criteria 1. Conduct a search. After the search completes, select Saved Searches from the Search menu. The Saved Search Criteria screen opens. 2. Click Add to save the current search, or select a saved search in the list and click Change to replace it with the current search criteria. To Save Results to a Tag List 1. Conduct a search, then tag the required records. 2. Select Saved Tags from the Process menu. The Saved Tag Records List opens. 3. Click Add to save the tagged records to a new Tag List, or highlight a Tag List in the list and click Change to replace it with the current tagged records or to append the new tags to the list. 46 Searches

47 Communications Time Matters helps you effectively organize all communications, including phone calls, s, faxes, mail, and instant messaging, in a simple to use interface. In This Chapter Messenger Sending and Receiving Messages Using Do Not Disturb Personal Inbox Associating with Contacts and Matters List and Form Managing Attachments Tag, Process, Send Spam Phone Calls Phone Call List and Form Incoming Phone Call Processing The Dialer Mail Mail List and Form In/Out List News Reader Messenger The integrated instant messaging system is referred to as the Messenger. The Messenger allows communication between all application users who are accessing the same database. It is normally used to send short, informal messages. You can create a record from an existing message and populate the message text into the memo area of the record being created. You can also include embedded records in messages you reply to or forward. The Messenger is a separate application. It can run while Time Matters is not open. To open the Messenger window, go to View > Messenger Window or press the hot key CTRL+M. An icon ( ) appears in the Windows system tray. On the Communications tab of User Level Setup, you can set the Messenger to open automatically when the application starts, as well as configure other options such as making the Messenger icon flash when a new message is received. Note: After changing Messenger settings in User Level Setup, you must close and restart the application before the changes will take effect. Sending and Receiving Messages To create a new message, click the Add button in the Messenger window, or press the hot key CTRL+SHIFT+M from anywhere in the application. The Message Form opens. Communications Communications Communications Communications Communications Messenger 47

48 Communications Communications Communications Communications Communications Enter a user (not a Staff) or a user group in the To field, type your message in the Message field, and click Send. Select Urgent to flag the message as important or time-sensitive. A message flagged as Urgent can bypass some Do Not Disturb settings. Received messages will stay on your message list until they are deleted. You should delete messages regularly as normal maintenance of the Messenger. Although the Messenger is not designed for long term storage of information, you can archive important messages for later viewing. To archive a message, tag the message and go to Process > Archive Records. To show or hide archived messages, go to View > Show Archived Records on the Messenger. Using Do Not Disturb Do Not Disturb prevents the Messenger window from automatically opening when a new message is received. If Do Not Disturb Unless Urgent is selected, only Urgent messages will cause the Messenger window to open. To select a Do Not Disturb setting, right-click the Messenger icon in the Windows system tray and choose the setting you want from the pop-up menu. You can also turn Do Not Disturb on and off using the Do Not Disturb toolbar button on the Messenger window. The system is capable of sending and receiving the following types: Time Matters MAPI compliant (2) IMAP Compliant . World Server supports IMAP4. Internet (POP) Time Matters is used to send between users sharing a common Time Matters database. Personal Inbox The Personal Inbox is an client for the current user. All types of are collected and managed in the Personal Inbox. To open the Personal Inbox, go to Mail > Personal Inbox or press the hot key CTRL+I. An in your Inbox will not necessarily appear as a record on the list. You must specify the records you want to save and those you want to delete from the Inbox. Make a habit of regularly clearing out your Inbox. Save to the list the s you want to keep, and delete the others. When you compose a new or open one in your Inbox, you can save it as an record by selecting the Show on List check box and clicking Save & Close. If you also want the to appear in the Personal Inbox, you can select the Show in Inbox check box. For s you are composing, this places a copy in the Sent folder of the Inbox when you click Send, or in the Drafts folder if you save the without sending it. You can also tag one or more s in your Inbox that pertain to a specific Contact or Matter, go to Process > Set Regarding, specify the Contact or Matter to insert in the Regarding field, and save them as records. 48

49 Associating with Contacts and Matters As you open in your Inbox, the application tries to match the sender s address with addresses in Contact and Matter records in the database. When a match is found, that Contact or Matter is inserted automatically in the Regarding field of the form. If there are multiple matches, you are prompted to select the best matching record from a list. If no match is found, you can create a new Contact record for the sender by pressing the hot key CTRL+SHIFT+C while the form is open. A Contact form opens with the address automatically inserted. Some s require you to act on the information they contain. You can create a new Event or ToDo from an open by pressing CTRL+SHIFT+V for an Event, or CTRL +SHIFT+T for a ToDo. The s subject is filled into the Description field of the new record form, and the s body is filled into the Memo area of the record form. List and Form The list displays records of incoming and outgoing . Three types of are displayed Time Matters, MAPI, and Internet. To open the list, go to Mail > List > All , or press the hot key F11. To open a new record, click Add on the list, or click New on the Personal Inbox, or press the hot key CTRL+SHIFT+E. Regarding Fields Links the record to the selected Client and/or Matter record. From Field specifies the account from which the is sent (if there are multiple accounts). To Field The recipient. Click the Lookup button to choose recipients from lists of Users, Contacts, and Distribution Lists. Select a recipient and click the appropriate button to add it to the To list, the Carbon Copy list, or the Blind Copy list. Managing Attachments Open an , or create a new one, and click the Attachments button on the lower toolbar to view a list of attachments and buttons to add, open or remove them. If you have a record for a file you want to send as an attachment, you can right-click the record in the s list and select . An form opens with Regarding information (if any) already completed and the record attached. To attach multiple s at one time, tag them and go to Process > Send . Click the Remove button to remove attachments from records when the attachments are no longer required. This greatly reduces the storage space required for the Inbox. You can search for attachments in a certain size or date range by going to File > Utilities > Manage Attachments. Tag, Process, Send You can tag multiple Contact or Matter records and designate them as the recipients of you want to send using the Process menu. To Send from Contact or Matter Lists 1. On the Contact or Matter list, tag all the records whose primary addresses you want to use as recipients. 2. Go to Process > Send Select Individual s to send a separate to each recipient, or select One to send a single with all the recipients in the To field. Click OK. A new form opens. 4. Compose the message and click Send to send it. Communications Communications Communications Communications Communications 49

50 Communications Communications Communications Communications Communications Spam You can set up rules and actions to control unwanted ( spam ) sent to you. When spam rules are set up, your Personal Inbox will display a Spam folder with several sub-folders into which you can direct recognized as unwanted or dangerous. The spam blocker is a multi-layered system of rules and actions that can be applied at either the Program Level or the User Level. Security settings can be used to control which users can set up their own spam rules. To enable spam blocking at the Program Level, go to File > Setup > General > Program Level. On the General tab, click Spam Options to set up Program Level spam rules. Optionally, select the check box to allow users to set up their own spam rules. To configure spam options at the User Level, go to File > Setup > General > User Level. On the Communications tab, click Advanced Options. On the Options screen, click the Spam tab, select the Activate Spam Rules check box, and click Set Up Spam Rules. On the Spam Rules screen, you can set up spam rules based on the content or header of incoming . Select the appropriate subtab and click Add to create a new spam rule. Click the Actions tab and select actions to take for different levels of spam. You can also set restrictions on viewing or attachments recognized as spam. If your spam rules are too restrictive, there is a risk that s you need will be blocked. Spam rules work best when implemented over time, rather than trying to block all spam at the first attempt. Phone Calls The phone call management system can: Help you complete Phone Call record forms as calls are made or received Send notification to users when they receive incoming calls Automatically dial a phone number in a record form. Phone Call List and Form To open the Phone Call list, go to Database > Phone Call List > All Phone Calls or press the hot key F8. To open a new Phone Call record, click Add on the Phone Call list or press the hot key CTRL+SHIFT+P. The Phone Call form tracks information about outgoing or incoming phone calls. Click the In From button to toggle the field label between In From and Out To, depending on whether the call is incoming or outgoing. Other fields also change as you toggle the button. When recording a phone call for another user, that user can be notified of the call in several ways. Select the Notify check box, and in the Notify area select the notification method you want to use. Select the Msg check box to use the Messenger to immediately notify the user of a call. Select to send an to a user or to a specified address. Select Alert to place the Phone Call record on the Alerts, Reminders, and Watches screen. Incoming Phone Call Processing On the Phone tab of User Level Setup, you can enable Incoming Call Processing. This feature identifies callers and opens their associated Contact or Matter records. If no exact match is found or if more than one record with an identical phone number is found, the Incoming Call screen opens, allowing you to select a record matching the caller or cancel processing for this call. 50 Phone Calls

51 The Dialer If you have set up your modem or network phone system to work with Time Matters, you can use the Dialer to automatically dial the numbers that appear in Phone Number fields. Click the Dialer button beside a Phone Number field in any record form to open the Dialer with that number displayed and ready to dial. You can also highlight a record in a list and press CTRL+D to open the Dialer and select a phone number from those found in the record. On the Dialer screen, you can: Select a phone number from the drop-down list of all phone numbers found in the record. Click Dial to dial the number displayed. Click Timer to open the Timer window. Select Open Phone Call or Open Note to open a record of that type when you click the Dial button. You can also select Start Timer to open the new record with the timer running. Mail Mail records keep track of items sent or received, such as letters or packages, via couriers, postal service, FedEx, UPS, Airborne, etc. The cost of the delivery, the date sent or received, the weight of the package, and other information about the package can also be entered. Mail List and Form To open the Mail list, go to Mail > Mail List > All Mail. To open a new Mail record, click Add on the Mail list or press the hot key CTRL+SHIFT+L. In Area 2 of the form, click the To button to toggle the field label between To and From depending on whether the mail is outgoing or incoming. You can select the Notify check box and use options in the Notify area to inform a user that a Mail item was sent or received. In/Out List The In/Out list shows which users are listed as in or out of the office, as well as their expected return date and time and other comments. To show the In/Out list, go to View > In / Out List. To mark a user as in or out, simply click the In or Out column beside that user in the list. Alternatively, you can right-click a user and select Mark In or Mark Out, or select Edit Status to enter a return date/time and a comment. You can also tag multiple users and change their status using options on the Process menu. Click the Options button on the In/Out list toolbar to set up automatic In/Out list status changes when you log in or log out of the application. News Reader The News Reader displays RSS (Really Simple Syndication) format news articles. From the News Reader main screen, you can create a Web record from an article, send containing a link to the article, or view the article in your Web browser. To Open the News Reader Go to View > News Reader. Communications Communications Communications Communications Communications Mail 51

52 Communications Communications Communications Communications Communications 52 News Reader

53 Online Research Time Matters lets you save and manage the legal research you perform online. You can associate the results of your research with Clients and Matters in your database, and you can conduct searches to find existing research that is relevant to new cases. Time Matters also adds links to powerful LexisNexis services. Features include: One-search capability across internal documents and LexisNexis. Save excerpts (cite lists, opinions, etc.) from LexisNexis research sessions along with comments/notes within an electronic case file. Share research and case files with remote-office colleagues. Run automatic conflict checks and client background checks as new prospects are entered. View your record of legal research (including time spent conducting research) alongside your calendar, docket, tickler, case notes, documents, phone calls, , billing and expense entries. Scan documents for citations in the Time Matters System (DMS) with Shepard s Link (for lexis.com only). In This Chapter Conducting LexisNexis Research Using Shepard s Link Martindale.com Lawyer Locator CourtLink Conducting LexisNexis Research The LexisNexis Search form interacts with lexis.com and data is transferred over the Internet between Time Matters and lexis.com. LexisNexis Research can be accessed in the following ways: From a record, select the Lexis tab, and add a new record. With a Contact, Event, Matter, or ToDo highlighted, go to File > New Record > LexisNexis (or press CTRL+SHIFT+W). Open the LexisNexis Research list and add a record. Select Research, Get a Case, or Get a Statute from the LexisNexis menu. Include LexisNexis Search in a Global Search. These methods provide similar results; however, there are benefits to each method. The first two methods automatically complete the Client and Matter Reference fields (if that data is available and that option is selected in Program Level Setup). Also, this information is passed along to LexisNexis as the LexisNexis Client (if selected in the LexisNexis set up). The other three methods pass the User Level LexisNexis Client (if provided) or the Program Level LexisNexis Client (if the User Level LexisNexis Client is blank). Online Research Online Research Online Research Online Research Online Research Conducting LexisNexis Research 53

54 Online Research Online Research Online Research Online Research Online Research Searching LexisNexis After opening a LexisNexis form, begin your search using one of the buttons on the Research Bar: Research, Get a Case, Get a Statute, and Shepard s. (If the buttons are not visible, click View on the LexisNexis form and then click Research Bar.) Research Conduct research in any LexisNexis source defined in Time Matters. To Research LexisNexis Sources 1. Select a source from the drop-down list. Click the Lookup button to the right to add sources. 2. Select Terms & Conditions to enter search terms with logical connectors such as AND or OR, or select Natural Language to enter search terms in the form of a question. 3. Type search keywords or a query string in the Search entry box. 4. Optionally, limit the search by a date range using the Date drop-down list. 5. Click the Search button to initiate the search. Get a Case Access any case in the LexisNexis library. To Get a Case 1. Type in the citation to retrieve. 2. Optionally select the Shepardize check box. 3. Click the Search button to initiate the search. Get a Statute Access any statute in the LexisNexis library. To Get a Statute 1. Select a Location from the drop-down list. 2. Depending on the Location selected, there may be different sources available. If so, select a source from the drop-down list. 3. Type in the Statute Citation to retrieve. 4. Click the Search button to initiate the search. Shepard s Perform a Shepardized search for any citation. To Shepardize 1. Type in the citation to retrieve. 2. Click the Search button to initiate the search. Using Shepard s Link Use Shepard s Link to scan documents for legitimate citations and transform them into hyperlinks that lead to the full text of the citation in the lexis.com research system. All citations that can be Shepardized will display a Shepardize hyperlink that will take you to the Shepard s report for that cite. Shepard s Link v 8.2 or later must be installed on the workstation, and the Time Matters link must be installed for your word processor. To Use Shepard s Link 1. From a form which references a Shepard s Link-supported file type, click the Shepard s Link button. A confirmation screen may open. Click OK to continue. This confirmation can be made unavailable by selecting the Do not show this message again check box. 2. A copy of the original document opens in your word processor. In the copy, each found citation becomes a hyperlink that leads to the full text of the citation in the lexis.com research system. 54 Conducting LexisNexis Research

55 Martindale.com Lawyer Locator You can search the martindale.com Lawyer Locator for a Contact directly from a Contact Form. With the Contact Form open, select View > Martindale Information. A browser window opens and the Contact s name is used as the search basis on the martindale.com Lawyer Locator Web site. CourtLink On an open Contact Form, click Edit > Toolbar to add a Martindale button to the toolbar for quick access to the feature. You can run a CourtLink search for a docket directly from a Matter Form. To Run a CourtLink Docket Search 1. With a Matter Form open, select View > CourtLink Area. The CourtLink area displays in the middle of the Form on the Primary tab. 2. Select a court in the Court drop-down list, or use the Lookup button to find a court. 3. Select the type of case from the Case Type dropdown list. 4. Type the number of the docket you want to search for in the Docket Number field. 5. Select the CourtLink button. A browser window opens to display the CourtLink search results. Online Research Online Research Online Research Online Research Online Research Conducting LexisNexis Research 55

56 Online Research Online Research Online Research Online Research Online Research 56 Conducting LexisNexis Research

57 Billing Use the Time Matters billing and expense tracking system to create invoices based on time and expense. It is recommended that you perform the procedures required to set up Basic Billing in this order: Activate Basic Billing in Program Level Setup and User Level Setup Define Rate Tables and sales tax rates, and associate Rate Tables with Staff Set Program Level Billing Options, including the record type that forms the basis of your billing, default rates, and the address to use in the Bill To area of invoices Define payment terms to calculate due dates Define billing messages for printing on invoices Set Billing Preferences for each Contact or Matter In This Chapter Activating Basic Billing Rates and Rate Tables Program Level Billing Options Payment Terms Bill Messages Billing Preferences Using Basic Billing Printing Invoices Activating Basic Billing You must activate Basic Billing to enable billingrelated menu options that allow you to perform other steps such as setting up rates, payment terms and billing messages. To Activate Basic Billing at Program Level and User Level 1. Go to File > Setup > General > Program Level > Links > Billing. 2. Select Activate Billing Option. 3. Select Basic Billing from the Select Billing Link drop-down list. 4. Click OK to exit Program Level Setup. 5. Go to File > Setup > General > User Level > Links > Billing. 6. Select a User from the left column. Select Activate Billing. Click Set Billing Options. 7. Either use all Program Level settings or customize the settings for each user. Click OK. 8. Click OK to exit User Level Setup. 9. After activating Basic Billing, you must restart Time Matters. Billing Billing Billing Billing Billing Activating Basic Billing 57

58 Billing Billing Billing Billing Billing Rates and Rate Tables Rate Tables are time savers. When an Hourly or Flat rate needs to be updated, changing that entry in the Rate Table updates everything using that rate (not retrospective). A Rate Table contains one or more Rate Levels, which are individual rates. When specifying a rate at which to bill a Client or Matter, you select a Rate Table and a Rate Level on that table. You can assign Rate Tables to Staff, Billing Codes, Matters, or Clients. To Create a Rate Table 1. Go to File > Setup > Rates and Accounts > Rate Tables. 2. Click Add. The Rate Tables screen opens. 3. Type a code (up to 15 characters) to identify the Rate Table in the Code field, and a short description of the Rate Table (up to 50 characters) in the Description field. 4. Select Hourly Rate or Flat Rate for the rate type. 5. Enter a level, description, and an amount. Click Quick Add to add the rate you typed at the next available level, or click Add to add a rate at a level using the Rate Level screen. 6. When you are finished adding rates, click OK. Assigning Rate Tables to Staff When billing by Staff, the Staff must be associated with a rate table. To Assign a Rate Table to a Staff 1. Set up a Rate or Rate Table as described earlier in this chapter. 2. Go to Database > Staff. 3. Open a Staff record. Select the Options tab. 4. Set the Rate Type by selecting the Rate or Rate Table you have previously set up. 5. Alternatively, set an Hourly Rate amount for this Staff member. Click OK. Setting Up Sales Tax Rates and Sales Tax Groups Sales tax rates are not required for Basic Billing, but you may need to set them up if sales tax will be applied on your bills. Sales tax rates are assigned to Clients and Billing Codes. For instances where you need to combine rates, create a Sales Tax Group. For example, if State Tax = 5% and City Tax = 2%, when billing city residents you need a Sales Tax Group containing State and City tax rates. You must create sales tax rates before creating a Sales Tax Group. To Create a Sales Tax Rate 1. Go to File > Setup > Rates and Accounts > Sales Tax Rates. 2. Click Add. The Sales Tax Rates and Groups screen opens. 3. Type a code (up to 15 characters) to identify the sales tax rate in the Code field, and a short description of the sales tax rate (up to 50 characters) in the Description field. 4. Select Sales Tax as the Rate Type. 5. Type the rate percentage in the Tax Rate field. 6. When you are finished, click OK. 58 Rates and Rate Tables

59 Program Level Billing Options Now that you have defined rates, you can return to Program Level Setup and use those rates to make default billing settings. To Set Up Program Level Billing Options 1. Go to File > Setup > General > Program Level > Links > Billing. 2. Click Set Billing Options. The Time Matters Billing Setup screen opens. 3. On the General tab, do the following: a Set the record type(s) that form the basis of your billing. b Set the first Invoice Number. c Set any additional desired options. 4. Select the Rates tab. The Global Rates list displays the Rate Tables you have defined. You can associate Rate Tables with Staff, Bill Codes, Clients, and Matters by clicking the corresponding buttons below the Global Rates list. 5. Select the Setup tab and do the following: a Select a rate table from the Global Rate dropdown list. This rate is used by default when no other rate is specified for a Staff, Client or Matter. b Select a billing basis from the Default Billing Basis drop-down list. c Type a default rate level (the rate s number within its Rate Table) in the Default Level field. d Select a field (Description or Memo) to use as the basis for Invoice Item descriptions. 6. Select the Address tab and select the fields that will be used to complete the Bill To area of Invoices created with Basic Billing. Click OK. 7. Click OK to exit Program Level Setup. Payment Terms Payment Terms set due dates for payments and a description to print on invoices. Select Payment Terms when setting up client Billing Preferences. To Set Up Payment Terms 1. Go to File > Setup > Billing Options > Payment Terms. Click Add. The Payment Terms Form screen opens. 2. Complete the fields on the Payment Terms Form: Terms Code Type up to four alphanumeric characters in the first field, and a description (up to 50 characters) in the second field. Print Description Type a short description of the Payment Terms to print on Invoices. Due After Type the number of days after which payment is due. 3. Click OK. Bill Messages A Bill Message provides standard text to print on your invoices. You can select the message you want to use at the time you create an invoice. To Set Up Bill Messages 1. Go to File > Setup > Billing Options > Bill Messages. 2. Click Add. The Edit Bill Message screen opens. 3. Complete the fields on the Edit Bill Message screen: Code Type up to four alphanumeric characters to identify the Bill Message. Description Type up to 50 characters to describe the Bill Message and how it is used. Msg Type the message to appear on Invoices. Default Select to make this message the default Bill Message. 4. Click OK. Billing Billing Billing Billing Billing Program Level Billing Options 59

60 Billing Billing Billing Billing Billing Billing Preferences Billing Preferences let you set Payment Terms, Tax, and Billing rates for the associated Client. Billing Preferences are only available for Contacts or Matters marked Billable. Billing Preferences are available from the Contact or Matter list (depending upon your Program Level Setup). To Set Up Billing Preferences 1. Open a Contact or Matter and go to Edit > Billing Preferences. Alternatively, open the Contact or Matter list, right-click the required record and select Billing Preferences. (This option is only available for the record type(s) set as the default for billing.) 2. Complete the Billing Preferences screen: Setup Area Select the Payment Terms and sales tax rate to use for this Contact or Matter. Rates Area Select a rate source and rate level to use for this Contact or Matter. Rates for this Contact/Matter Area Select a rate table (or select Custom and click Setup to create a new rate table), or select Hourly Rate and type the rate per hour in the Amount field. 3. Click OK. Using Basic Billing The result of basic billing is an invoice that can be printed. The billing process has three possible starting points: (1) From a record form (for example, an Event), (2) From a Billing Form, or (3) From an Invoice form. To Create an Invoice from a Record 1. Open any record. On the form s Process menu, click Send To Billing, or press CTRL+SHIFT+B. A Billing form opens. 2. Complete the required fields. In Area 2, the Billing Settings area, select a Bill Code, Bill Staff, and Bill By. In the Billing Details area, select your desired settings. 3. Click Send Bill when finished. An Invoice form opens. 4. Complete the Invoice form. From the Bill To drop-down list, select the record to copy the Billing address from. The Bill To area is completed based on the matching in Program Level Setup. 60 Billing Preferences

61 Printing Invoices 5. Add additional billing entries on the Invoice by clicking once in the Date column of the billing details section. Press INSERT to add a new line. 6. Double-click the Date field, type data in the field, and press TAB to move to the next field. 7. Entries made directly on the Invoice screen automatically create corresponding Billing records. Click Save and Close. 8. Open the Invoice List by going to Billing > Invoice List. 9. Highlight the required Invoice or tag multiple Invoices and click Print. 10.Customize print options on the Print Invoice screen, and click Print. For details, see Printing Invoices on page 61. Click Print from the open Invoice form or from the Invoice list to open the Print Invoice screen. Invoice Layout The Invoice Layout determines what fields are printed and where they are printed. Click the Lookup button to the right of the Invoice Layout field to edit a layout or add a new layout. Only Invoices with To Be Printed checked Select this check box on the Print Invoice screen to print only Invoices with To Be Printed selected on the Invoice form. This is a shortcut that eliminates the need to tag and process the desired Invoices. Date Range/Invoice Range Filter and print only Invoices that fall within the criteria specified. Add/Change/Delete Located in the lower left corner of the screen, add, change, and delete saved Print Invoice settings. This is used when a combination of settings is required repeatedly. Billing Billing Billing Billing Billing Using Basic Billing 61

62 Billing Billing Billing Billing Billing 62 Using Basic Billing

63 Reports This chapter describes the reports that are available in Time Matters, how to generate them and how to print them. In This Chapter Reports Using Reports Report Menu Print to PDF & RTF Reports Time Matters includes procedures to create hundreds of reports from combinations of formats, options, filters, and attachments. Your customized report settings can be saved for reuse under names you specify. Go to Report on the Main menu. From the Report menu select the Report to be run. The Report Specifications screen opens. Note: Some report types do not require you to set specifications. For these report types the Select Format screen opens, a format is selected, and when OK is clicked the report is printed. Examples of this report include Special Dates and Security. Using Reports Reports are used in two ways: (1) On-demand reporting, where the same report is run using different matching criteria each time, (2) Saved criteria reporting, where the same report is run using a saved set of criteria each time. To Run a Report on an On-Demand Basis 1. Open the list that contains the record type you will be running the report for. Click Print on the list toolbar. The Report Specifications screen opens. 2. The report works with the matching criteria set up on the Filter and Additional tabs of the Report Specifications screen. Highlight the desired report specification in the Format list. Click the Filter tab. 3. Filter. Only records that match the criteria set here will be included on the report. If nothing is selected here, no filter is applied and the report will print information for every record. 4. Click Print. Reports Reports Reports Reports Reports Reports 63

64 Reports Reports Reports Reports Reports To Run a Report Using Saved Criteria 1. Open the record list for which you want to run the report. Click Print on the list toolbar. The Report Specifications screen opens. 2. The report works with the matching criteria set up on the Filter and Additional tabs of the Report Specifications screen. Highlight the desired report specification in the Format list. 3. Click Add in the lower left corner of the Report Specifications screen. Select Program Level (all users have access) or User Level (accessible to current user only). Click OK. 4. Name the report in the Name field at the top of the Report Specifications screen. Click Save. 5. Filter. Only records matching these criteria are included on the report. If nothing is selected, no the report prints information for every record. 6. Click Save. 7. Click Print. You can now use the saved settings in future reports. Search, Tag, and Print After tagging records, you can print them. Search, Tag, and Print is usually done from a List or Calendar. With the records tagged, click Print: If no records are tagged, the report will contain all records on that List. The Daily Calendar contains all records for that day. Normally, you will want to limit the report by Searching and Tagging selected records. The Form toolbar of an open form allows you several choices to print that Form. The choices are given on the Report Specifications Screen. Report Specifications Screen When a report is to be printed containing information which can be filtered and sorted, the Report Specifications screen opens. Choose the record type for the report from the drop-down list. Format Tab Select the Format tab on the Report Specifications screen. The report format refers to which fields appear on the report and their arrangement. Four standard Formats are available: Calendars (Events and ToDo s), Lists, Summary, and Form. Also, you can add your own Custom Formats. Daily, Weekly, Monthly, and tri-fold (pocket) Calendars are available. These show Event and ToDo records (the Pocket Calendar can also list Contact records), and include Contact and Matter information from the Event and ToDo records. The List format shows one record per line and includes the most basic fields. The Summary format has several lines per record. Both reports can also include the memo fields. The Form format can show most fields, including the memo. The Report Orientation refers to how the report is placed on the paper. Two options are available: (1) Portrait, and (2) Landscape. These refer to the standard printer settings for paper orientation. Select the Orientation from the Format tab on the Report Specifications screen. For Calendar reports, important format settings are controlled by the Set Font, Margins, and Fields buttons. The Fields button allows you to specify which fields appear on a Calendar report. 64 Reports

65 Options Tab These options determine which fields appear, plus other report layout preferences. For example, on a Weekly Calendar, there are options for number of weeks, 5 or 7 day week, and time range. Other options are to include Events and ToDo s, and to show hidden records or members of groups, etc. The following screen is typical, but will change since the Options are based on the Format chosen. Show Only Master Record if Linked applies to formal groups only where the report being printed is based on a master record. If used, child records will not be printed as part of the report. This option cannot be used if printing tagged records. This option cannot be used if printing from a filter that excludes the master record. Filter Tab Filters refine the group of records included in the report. Filters work the same way as in a Combined Search. They are not available when records are already selected by tagging. A date range can be selected from the Date menu for all records except for Contacts and Matters. The date range can be set as relative to today. Additional Tab If printing Group reports, be sure to select the Show Members (Expanded) option to include the schedules of Group Members. If you select Include Related Records and click the Options button, a screen opens for you to specify the basis of the Relations. This selection determines which records are to be included, and the format of the Related Records part of the report. This is similar to the Related Records Properties screen. This option is not available on the Calendar formats. You can limit which Related Records are included. If you only wanted to see the ToDo s for a Matter report, have only ToDo s checked on the Select tab on this screen. You can also select a format for the Related Records part of the report. This is the same Form, List, or Summary format available on the main records Format tab. For example, you can use a Summary Format for the main Matter report, but use List format for the Related Records part of the report. Report Menu Additional reports are available from the Report menu. File Reports include the feature templates you have set up, security settings, and the Master Audit Log. Calendar Reports include reports on Calendars, Special Dates and Timetables. Under Database Reports you can print lists of Staff and Groups and view the Report Specifications screen. Special Reports include an Inactivity Report. The Inactivity Watch Report helps you find Matters and Contacts for which no activities have been scheduled or changed within a specified date range. Go to Report > Special > Inactivity Report. Select the Records to Watch tab to specify the records to include in the report. You can also select to search Contacts and/or Matters for the Report. Print to PDF & RTF Use the print to PDF and RTF options to create documents without opening a word processor application such as Word or WordPerfect. Saving to PDF or RTF, creates a document, requiring hard disk space. An increasing number of PDFs or RTFs will require an increasing amount of hard disk space. From any open list click the Print button. The Report Specifications screen opens. Click the Preview button and the Report Preview screen opens. Click Save and the Advanced Report Save screen opens. Reports Reports Reports Reports Reports Print to PDF & RTF 65

66 Reports Reports Reports Reports Reports 66 Print to PDF & RTF

67 Time Matters Mobility This section describes how to use the Time Matters Mobility web site to view, enter, and edit information using your mobile device. Overview of Mobility Time Matters Mobility lets you view and update information in Time Matters from anywhere, using a web-based interface designed for mobile devices. Your firm s administrator must enable the Mobility feature on the Program Level Setup screen of Time Matters. Access to Mobility must also be enabled for each individual user on the User Security Form. Details on how to set up the Mobility feature are available in the Time Matters Install Guide. Time Matters Mobility Time Matters Mobility In This Chapter Overview of Mobility Connecting to the Web Site Using the Interface Working with Contacts Working with Matters Working with Time/Expense Connecting to the Web Site To connect to the Time Matters Mobility web site, direct your web browser to the following URL: The Mobility login screen appears. Do not use your Time Matters user ID to log on to the Mobility web site. Instead, type your address in the box provided. (This is the address that appears on the User Form for your Time Matters user account.) Your password is the same password you use to log on to Time Matters. However, Mobility users are required to use strong passwords, and if your existing Time Matters password does not meet the requirements, you will be prompted to change it. A strong password must: Be at least 8 characters long Include both uppercase and lowercase letters Contain at least one numeric or special character Not be the same as your user ID Not be the same as any of your previous five passwords Time Matters Mobility Time Matters Mobility Time Matters Mobility Overview of Mobility 67

68 Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Resolving Login Issues The Invalid Login message may appear for any of the following reasons: The user ID ( address) or password were typed incorrectly. Check to see if Caps Lock is enabled; this can result in an incorrect login. The individual user account does not have Mobility enabled. You can enable Mobility for a user account on the Security Setup - User Form screen in Time Matters. Mobility was recently enabled for the user account. Please allow 15 minutes for new Mobility users to become active. Mobility has not been enabled site-wide for your firm. You can enable Mobility for your firm by selecting Enable Web Access on the General Tab of Program Level Setup in Time Matters. A service on the local server has stopped and needs to be restarted. The local server has lost internet connectivity. Your Annual Maintenance Plan (AMP) has expired. A valid AMP is required to access Mobility functions. For assistance, please contact your system administrator, or the person in your firm who is responsible for setting up Time Matters. Signing Out To sign out of Time Matters Mobility, scroll to the bottom of any page and click the Logout link. Using the Interface Time Matters Mobility uses standard controls that you can use just like any other web application. Home Page Use the home page to select the area you want to work in: Contacts, Matters, or Time and Expense. Click any of the shaded bars to open the related area of Time Matters Mobility. Common buttons and icons Return to the previous page. Go to the Time Matters Mobility home page. View a searchable list of Contacts, Matters, Staff, Codes, or other entities. Select an item in a list. Enter billing information for a Contact or Matter. Clicking and scrolling In this guide, the term "click" refers to the act of selecting a screen element or a control. If your mobile device has a touch screen, click a screen element by tapping it. If your mobile device uses an on-screen pointer (similar to a mouse pointer), click a screen element by moving the pointer over it and clicking the button on your device. 68 Using the Interface

69 Note: Different mobile devices use different methods to scroll in text areas like the Notes area on Contact and Matter forms. For example, the Apple iphone and ipad require you to hold two fingers on the Notes area to initiate scrolling, while Blackberry devices use the scroll wheel after focus is placed on the Notes area. Links on page bottoms At the bottom of each Time Matters Mobility page are the following links: Privacy Policy: Click to read the policy on maintaining the privacy of your information. T & C: Click to read the Terms & Conditions for using Time Matters Mobility. Help: Click to open the Mobility Help pages. Logout: Click to sign out of Mobility. Working with Contacts Use the Contacts page to find existing contacts and enter new ones. Locating and Contacts Type part of the Contact s name in the search box and click the button. You can also search by Client ID, by the Staff assigned to the Contact, and by classification code. Select the type of search you want to perform in the Search by drop-down list. To include only Contacts assigned to you, click the My Contacts Only check box. If the Contact you want to view is not in the initial list, click the More button at the bottom of the list to display the next five Contacts. To view a Contact in the list, click the button beside that Contact. The View Contact page opens. The View Contact page shows Contact information in several areas. You can show and hide each area by clicking the shaded bar on the area label. To edit the Contact s information, click Edit at the top of the View Contact page. The Edit Contact page opens. Adding New Contacts To create a new Contact, click the Add button on the title bar of the Contacts page. Select Individual or Organization at the top of the Details area to change whether this Contact has Name boxes appropriate for a person or for an organization. An Individual has boxes for first and last name, while an Organization has a single box for the name of the organization. Select the Private check box to restrict users from opening the Contact unless their security settings permit access to Private records. Click inside any text box to place a cursor in the box (existing text in the box will be highlighted). You can then type information in the box. Note on Autonumbering: If you have configured Time Matters to generate Contact numbers automatically, you can leave the Client ID box empty, and the next sequential number will be assigned to the Contact when you click Save. Click the search icon inside a field to select an entry from a searchable list. The Phone field stores work, home, mobile, and fax numbers. Click the arrow on the field label to select the type of number you want to edit. The field stores separate addresses for work and home. Click the arrow on the field label to select the type of address you want to edit. Note: Fields marked with a red asterisk must be completed before you can save the Contact. Click the button at the bottom of the page to save the new Contact and close the Add Contact page, or click to close the Add Contact page without saving the new Contact. Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Working with Contacts 69

70 Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Working with Matters Use the Matters page to find existing Matters and enter new ones. Locating and Matters Type part of the Matter s name in the search box and click the button. You can also search by Matter number, the Staff assigned to the Matter, or classification code. Select the type of search you want to perform in the Search by drop-down list. To include only Matters assigned to you, click the My Matters Only check box. If the Matter you want to view is not in the initial list, click the More button at the bottom of the list to display the next five Matters. To view a Matter in the list, click the button beside that Matter. The View Matter page opens. The View Matter page shows Matter information in several areas. You can show and hide each area by clicking the shaded bar on the area label. To edit the Matter s information, click Edit at the top of the View Matter page. The Edit Matter page opens. Adding New Matters To create a new Matter, click the Add button on the title bar of the Matters page. Select the Private check box to restrict users from opening the Matter unless their security settings permit access to Private records. Click inside any text box to place a cursor in the box (existing text in the box will be highlighted). You can then type information in the box. Note on Autonumbering: If you have configured Time Matters to generate Matter numbers automatically, you can leave the Matter Number box empty, and the next sequential number will be assigned to the Matter when you click Save. Click the search icon inside a field to select an entry from a searchable list. Note: Fields marked with a red asterisk must be completed before you can save the Matter. Click the button at the bottom of the page to save the new Matter and close the Add Matter page, or click to close the Add Matter page without saving the new Matter. Working with Time/Expense The Recently Entered Time and Expense page lists Time and Expense billing entries, starting with the most recent. A letter "T" appears next to Time entries, and an "E" appears next to Expense entries. If the Time or Expense entry you want to view is not in the initial list, click the More button at the bottom of the list to display the next five items. Note: Only the most recent 25 Time and Expense entries will appear in the list. To view older records, use the Time Matters desktop application. Double-click an item in the list to open the View Time or View Expense page. Entering Time and Expense If you are viewing a Contact or Matter, click the button to open the Add Time/Expense page with that Contact or Matter s information pre-filled. Alternatively, click the Add button on the Recently Entered Time & Expense page. Click the type of entry you want to make -- Time or Expense -- at the top of the Details area. The fields on the rest of the page will change depending on whether you are entering time or expense. Select the Private check box to restrict users from opening the record unless their security settings permit access to Private records. 70 Working with Matters

71 Click inside any text box to place a cursor in the box (existing text in the box will be highlighted). You can then type information in the box. Select the month, day, and year in the respective Date drop-down boxes. Type a description of the entry in the Description field. For Time entries, select the hour, minute, and AM/ PM indicator in the Start Time and End Time dropdown boxes. This selection automatically completes the Duration of the time entry, and modifying the value in the Duration box also automatically updates the End Time. Click the search icon inside a field to select an entry from a searchable list. Note: Fields marked with a red asterisk must be completed before you can save the time entry. Click the button at the bottom of the page to save the new entry and close the page, or click to close the page without saving the new Time or Expense entry. Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Working with Time/Expense 71

72 Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility Time Matters Mobility 72 Working with Time/Expense

73 Glossary Alert Alerts inform you when something important, or with a long lead time, is placed on your Calendar. If the Alert check box on a record form is selected, the record will appear on the Alerts and Reminders screen until it is "accepted." To accept a record, right-click the record and click Accept. When you accept an Alert, you can set a Reminder for the Check Date. Then this record will only appear on the Reminder day(s). AR (Accounts Receivable) Accounts Receivable (AR) is the amount owed by a client. It reflects payments, credits, write-offs, and refunds. Associated Record Related records can also be called linked records or associated records. You can associate records with Outline elements and use the Outline to track task-based records that have been completed. After you associate a record with an Outline element, you can open that record from the Outline Form by double-clicking the element icon or by highlighting the element and clicking the Open Associated Record button on the toolbar. AutoEntry Form AutoEntry forms are pre-completed forms. Use AutoEntry forms to save typing and to process repetitive tasks quickly. For example, you frequently a static group of clients. Create an AutoEntry Form with their names added to the To: field in addition to other basic pieces of information that do not change, such as the subject line or the address of a meeting place. When needing to send the , open a new form and select the AutoEntry form. The basic information is completed. No data is overwritten when an AutoEntry form is used. Automatic Relation An Automatic Relation is created automatically based on the data in the fields of the respective records. For example, if on the Related tab of the Brown Apparel Matter record, all other records that have Brown Apparel as their Matter will be shown as a Related Record. Records are shown and not shown on the list as data is added and deleted that creates and breaks matches in the data fields. Linked records can also be shown as Automatic Relations. AutoTXT Code AutoTXT Codes are used with forms, and allow you to associate a Code of four alphanumeric characters with text. The text will print in the Description or Memo field of the applicable record. You can also create a monitor from an open Contact or Matter record. AutoTXT Codes can be set up and used to replace common text such as: tct = Telephone call to; ocw = Office conference with, or whatever text you choose to associate with a new code. Bill Bills are more flexible than invoices, and allow for more detail. Bills can print all billing activity, including time, expense, taxes, interest, payments, and balances, and conform to Fee Arrangements. Bill Express Bill Express brings two Billing Matters functions together to create a bill in one easy step. Bills created using Bill Express will automatically create a PDF for printing the bill, and will post. Glossary Glossary Glossary Glossary Glossary 73

74 Glossary Glossary Glossary Glossary Glossary BillFlow Manager The BillFlow Manager is designed for managing bills through a review and approval process, creating multiple bills, and tracking the progress of a bill. A benefit of using the BillFlow Manager is to see what the status is of the bills being processed. It is useful for sites that enter time and expense information throughout a billing period, and would like to manage the entire billing process from printing Pre-Bills, making adjustments to printing Bills. A Pre-Bill lets your Staff review all billing information. Billing Code Billing Codes identify and categorize time and expense billing entries. Billing Codes can determine whether a Client is being charged and how much they are being charged. You can assign a Markup or Discount with a Bill Code. Billing Codes are different from Classification Codes, which identify the Billing record. The Billing Item Form Classification Code and the Billing Code may be the same, but it is not required. Billing Item Billing Matters tracks billing activity through a master Billing Item List. The Billing Item Form is used to enter Expenses or Time spent for the Contact or Matter. Timesheets are quick and easy, whereas the Billing Item record is detailed and can take time to complete. You can view and edit Billing Item Form entries from: 1) the Billing Item List, 2) the Quick Item, 3) the Timesheet, 4) an Invoice form (if the invoice has been posted you can view, but not edit, the entry), or 5) the Contact or Matter record. Chain Template A Chain Template links, or "chains," records together in a way that can be re-used as a template. A Chain Template can then be used to schedule multiple items by completing a start date and information common to all the items, such as Staff, Matter Reference, etc. This schedule is called a Schedule Chain. Classification Code Classification Codes organize the record types into groups of activities and information. Use of Classification Codes to improves searching, sorting, and reporting. You can add as many Codes as needed by your firm, but each Code must have a unique (up to) four character identifier, such as DEPO for Deposition. You can add multiple Classification Codes to an individual record. For example, if a Contact is involved with the practice in multiple Matters, and as such is an Employee, Attorney, Vendor, Specialist, and Main Contact, this Contact can be referenced by all five codes (EMP, ATT, VEN, SPEC, and CON). Custom Form Custom Forms are unique forms set up by the user. Create and use a Custom Form when no other form matches your data entry requirements. Custom Forms are shown on the Custom Form list and can be linked to any record. A Custom tab is available in each of the record forms. Drop-down List Forms and lists may offer options displayed by drop-down menu. This will speed up the process of reviewing and selecting relevant options while working with your data. Element Each task entered into an Outline called an element. Once your outline has been created, an element can be associated with a new record of any type, such that a "Review " element can be associated with a new ToDo scheduling it for a particular Staff. Following Following moves records from one day to the next until they are marked as Done. When the Following field is checked for a record, such as a ToDo or an Event, the Date field will advance to keep the record current until the record is marked as Done by selecting the Done check box. 74

75 Form Forms are a collection of entry fields where the information for one record is entered. While each record type has its own unique entry fields, there is similarity in how all record forms work. Form Tab Use form tabs to select different views of a form. Record types have multiple tabs. All records have a Primary tab that includes the most commonly needed information. Contact and Matter forms have Secondary, Additional, and Timeline tabs. Other tabs may appear, depending on application settings. These tabs represent the Supporting Record forms (Custom Forms, Notes, s, Phone Calls, , Mail, Web, Billing, and User Defined records). Formattable Clipboard The Formattable Clipboard can partially or completely automate the generation of routine documents by capturing record data and transferring it to another application with a few keystrokes. You create custom clipboard formats that determine which fields will be placed in the Clipboard and in what arrangement. Using special codes and pre-entered text the Formattable Clipboard can produce complete documents. You may find that the Formattable Clipboard is an easier way to create documents than a merge, and in many cases, the Formattable Clipboard offers more flexibility to create documents than a merge. Inheritance When a new record is created from within another record, information from the starting record is automatically filled in on the new record. For example, from a Contact form, press CTRL+SHIFT+E to open an Event form. The Event form will already contain information entered on the Contact form. Extended Inheritance copies most data fields in an open record to a new record. Fields that do not match the new record type are not copied, such as Classification Codes. Invoice Invoices show current billing activity only in the form of time and expense, taxes, and interest. Invoices do NOT show transactions such as payments or balances, and ignore Fee Arrangements. If transactions such as payments or balances are desired, or fee arrangements, use a bill instead of an invoice. Journal Journals provide a central location where you can view and work on many records at one time. The Journal is a good place to work on dated records that are due in the immediate future. The Contact and Matter Journals provide access to all records that fall within a narrow date range and that are linked to a particular Contact or Matter. The Personal Journal provides access to records that fall within a narrow date range and that are linked to a Staff member and/or user. Laptop Database Laptop computers are often used to work on Time Matters data apart from the main database. A remote database is installed on the laptop and is regularly synchronized with the main (or host ) database. In this case, the host database is on your office server and the remote database is on your laptop, home computer, or branch office server. Time Matters also allows more complex configurations, such as a main office that synchronizes with a branch office to which laptops or home computers synchronize. In this scenario the branch office is both a host to the laptops and home computers, and a remote to the main office. Linked InTime Matters, records can be linked. Fields from the linked record also appear in the fields of the records it is linked to, such as Contact phone numbers that can appear in the Matter, Event, and ToDo forms. If the Contact information changes, it can automatically be updated in all records to which it is linked. Linked records can also be shown as Automatic Relations. Glossary Glossary Glossary Glossary Glossary 75

76 Glossary Glossary Glossary Glossary Glossary List All record types are displayed on main lists, which are the starting point for locating, adding, viewing, editing and deleting records. All main lists function similarly although they show different fields. Besides main lists, there are sublists, which appear on all record forms and display supporting records related to the record you are viewing. Lookup lists complete fields in forms and are used to look up information from another file. The Feature list provides a way to add, change, and copy feature templates which can be reused. Lookup Lookup lists look up and validate data from another file. For example, if a record field requires you to enter a Contact, you can click the Lookup button beside the field to view a list of all your Contacts and select the one you want. This can create an automatic relationship between the record you are editing and the Contact you select to enter in the field. When data is modified on one record, the other record is automatically updated with any changes that affect it as well. The Lookup button changes its appearance to a double arrow to indicate that an automatic relationship exists between the linked records. Main Database You must designate one database as the main database, sometimes referred to as the host database. Remote databases such as those installed on laptops or in branch offices must regularly synchronize with the main database to ensure that the same data is available to all users. A Host may have multiple associated Remotes, however a Remote can have only one Host. Typically, the Host is on your office server and the Remote is on your laptop, home computer, or branch office server. Merge Merges are a way of automating document generation, similar to Formattable Clipboards. The merging takes place in your word processor, but you can run the merge automatically from Time Matters. A template containing the standard document is set up containing fields that are completed when the procedure is run. The main difference here is that this form is set up in your word processor rather than in Time Matters. Merges start with two components: (1) The standard document to be duplicated, called the Form document, and (2) The source of the information to be merged into the standard document, called the Data document. You select one or more records (Data), select the template (Form), and your word processor starts and creates a file completed with data from the selected records (Output). Merge Data File A Merge Data File consists of the names and information to be merged into the standard document. The Data document is created in Time Matters by selecting one or more records. Merge Form File A Merge Form File is a standard document you want to duplicate. The Form document is created by your word processor as a template containing fields to be filled by the Merge Data File when the merge is run. Merge Output File The Merge Output File is where merged documents appear after you select one or more records, then select a template and complete the merge. Your word processor opens and creates a file completed with data from the selected records. The Output File can be printed and saved, or edited in your word processor. 76

77 Monitor Monitors alert you when specified Contact or Matter records are added, opened, or deleted. You can monitor individual records or a range of records that meets your criteria. When a monitored activity occurs, the Contact/Matter Monitor window opens to display the specified message. Outline Outline records represent scheduled workflows organized in outline form. An Outline is used to break down projects into smaller tasks, with each task called an element of the Outline. You can associate records with Outline elements and use the Outline to track task-based records that have been completed. The Outline provides a snapshot of both the required elements and chronology for completing a task. Outline Template An Outline represents the breakdown of a project into smaller tasks. Each task on the Outline template is called an element. The Outline provides a snapshot of both the required elements for completing a task and the chronology. Elements can then be associated with the four main and/or associated record types. Process Process features work on tagged records on Calendars and lists. (The Process menu on a record form allows processing of that record.) All tagged records are acted upon simultaneously using the Process menu. Process lets you copy records to the clipboard, archive records, apply changes to records, and more. Productivity Report Productivity Reports in Billing Matters compare billable vs. non-billable hours. Profitability Report Profitability Reports in Billing Matters compare the original value of time vs. the billed value. Program Level Program Level settings affect all users, regardless of workstation or user. These settings are saved in the central database and apply whenever that database is used. Some changes require you to restart the application. Program Level settings include links to other applications such as billing applications. Quick Tab Quick Tabs are filters based on saved searches, so that when the Quick Tab is selected on a list, the filtered list shows. For example, a Quick Tab for Clients on the Contact list filters the list so that only Contacts who have the Classification Code of CLNT (Client) are shown when that Quick Tab is selected. Quick Tabs work in tandem with Quick Menus, creating the items that appear on Quick Menus. Record A record is made up of a set of fields. The four main record types are Events, ToDo's, Contacts, and Matters. Supporting record types are Custom Form, Note,, Phone Call, , Mail, Outline, Web (Lexis), Billing, and User Defined records. Related Related Records answer questions such as "show everything for this Staff," or "show everything for this Contact". On any record form, the Related tab will show any other Event, ToDo, Contact, or Matter record that has the same Contacts, Matter, or Staff. Using Related Records to create a new record will automatically complete some fields. For example, if a Contact is entered on a Matter through Related Records, the Matter field will be automatically completed on the new Contact. Glossary Glossary Glossary Glossary Glossary 77

78 Glossary Glossary Glossary Glossary Glossary Reminders Reminders notify you in advance of upcoming items. You can view Reminders on the Alerts and Reminders screen or on the Journal. In the Reminder field of a record form, you can set a Reminder as an individual date, a date range, or a combination of the two. For example, you can receive Reminders at 21 days, 14 days, and each of the 7 days prior to the actual record date by entering "21,14,7-1" in the Reminder field. Remote Database Remote databases are installed on laptops or other computers that do not always have access to the primary database. You must regularly synchronize the data in a remote database with the primary database. Synchronization prevents changes from being lost from either database. Please note that a Remote database should never be synchronized with more than one primary database. Schedule Chain A Schedule Chain is a type of Chain Template. Schedule Chains automate the scheduling of a series of items, just by completing a start date and entering basic information such as Staff, Matter Reference, etc. Essentially all the Events, ToDo's, Notes, Phone Calls, etc. of a Matter that follow standard date sequences can be saved and reused as a Schedule Chain. The Chain Template lets you save as a template the sequence of Events, ToDo's, and other items. This template can then be used to automatically create an entire set of activities based on a few common entries, such as Base Date, Regarding field information, or Staff. Send to Billing Send to Billing opens a new Billing Form to send information from the current record to a Billing record. When you Send to Billing, the add screen for the Billing Form opens. Specified Relation Records related by a Specified Relation may or may not have data that matches. These records are related because you specify that they are related. Specified Relations must be created and deleted. On the Related Records list of a record form, records that are Specified Relations will have the tilde ("~") symbol in front. Staff A Staff is treated by the application as a resource. A Staff can be a person, a conference room, or an overhead projector. Schedule Staff for Events and ToDo s and assign Staff to work on Matters and Events. Users, on the other hand, are users of the application - they log in, type data, run backups, and schedule Events and ToDo s for Staff. A Staff and a user can represent the same person. Statement Statements are available for accounts. They can be viewed or printed from the Standard Reports screen. Sublist Tab Sublists appear on certain tabs on the forms for all record types. These lists display records that are related to the open record. Records added from a sublist are automatically related to the form's record. In other words, the linking fields are automatically completed. While some sublists are slightly different, they all have common elements. On a sublist tab, there are toolbar buttons above the list to add, change, and delete, plus search, process, etc. TimeChart View The TimeChart is a special type of tagged record list that displays dated records in a horizontal calendar format. Tag one or more dated records and click Process > Show on TimeChart. The TimeChart displays several days' worth of dated records by default. 78

79 Timeline The Timeline tab, available on Contact and Matter Forms, is for viewing all date-dependent activities associated with a Contact or Matter in one place in chronological order, listed by date and time. Buttons on the sublist toolbar toggle on and off each of the different record types. Timesheet The Timesheet records Billing information. The Timesheet is a quick and easy way to enter basic information, without users being confronted by too much complexity. TM Connect The TM Connect button appears on the Outlook toolbar, and lets users link , contacts, task, and calendar items from Outlook to Time Matters. Information from s may be important for tracking what has happened with a case or client, but s are the most likely information type to be lost. Using TM Connect helps capture and retain this important information, plus link it to the relevant case or client. TM Insider TM Insider provides access to your data from word processing applications including Microsoft Word, Excel, PowerPoint, and Corel WordPerfect. A toolbar button and a File menu command are added to the third-party application to call the Insider while you are editing a document. The Insider screen has two sections: a list of Time Matters records at the top, and a list of available clipboard formats at the bottom. Select a record and a clipboard format to copy data from that record and insert it into the document you are working on. The Insider provides all the searching, filtering, sorting, and tagging features of Time Matters. TM Open TM Open is a toolbar button inside your supported third-party application. When it is clicked, a list of records in the Time Matters database opens. In the list, highlight a record and click Select to open it in the third-party application. TM Save The TM Save button appears on the toolbar of your word processor (when enabled in the word processor's toolbar options). When you create a document in your word processor, you can click the TM Save button to save the document as a record, or select Save to Time Matters from your word processor's File menu. TM Save is available for Microsoft Word, Excel, PowerPoint, Internet Explorer, Adobe Acrobat, Adobe Reader, Mozilla Firefox, and Corel WordPerfect. Trigger A series of actions can occur automatically. For example, adding a new record could cause a message to be sent to a Staff member. To make such a series of actions possible, set up a Trigger. Triggers are a set of rules affecting all records fitting into the scope of the Trigger-the scope being userspecified. When a Trigger is set up, it affects both existing records and those created in the future. Triggers fire when a record is saved that has experienced a Trigger-associated change. User ID User IDs are IDs set up to access the application. User IDs are different from Staff or Resource IDs. Users are anyone who will be physically logging in to the program and viewing, changing, or entering data. Even if the person does not have their own calendar, they will need a login. Without a User ID and Password, a person cannot log in to Time Matters. Glossary Glossary Glossary Glossary Glossary 79

80 Glossary Glossary Glossary Glossary Glossary User Level User Level settings affect a specific user, regardless of which workstation they are working from. These settings are saved in the central database and activate whenever a user logs in to the program, regardless of the workstation used to log in. Examples of User Level settings might include the default view a user sees when logging in, such as calendar view or window colors. Watches To make sure that a Matter or Contact is not being overlooked, records can be monitored with an Inactivity Watch. You can define the maximum allowable period of inactivity for a particular record type. For example, if you want to review all Matters at least monthly, select Matter and enter 30 days in the next area, then monitor activity by checking Events, ToDo's, and all Supporting Records. You will be warned if a Matter record or any of its related records has not been changed in the last 30 days. Advanced Searches let you watch just certain types of Contacts and Matters. For example, you can narrow down Contact records to monitored only your Clients. Any Contact or Matter records that meet the Inactivity Watch criteria will be shown on the Alerts and Reminders screen. The Type column will identify these records as Watch records. WIP (Work in Progress) Work in Progress (WIP) represents unbilled fees and expenses. WIP is generally viewed by Client, Matter, Time and/or Expense. Workstation Level Workstation Level Setup determines settings that apply to anyone using a particular workstation. These settings are stored in the workstation's TMW.INI file found in the Windows Directory. 80

81 Index A Accounts Receivable 73 Alerts 35, 73 Ampersand notation 39 Archived Records 28 AutoEntry Forms 73 Automatic Relationships 28, 73 AutoName 38 AutoTXT Codes 73 B Basic Billing 57, 60 setup, Program Level 57, 59 Bill Express 73 Bill Messages 59 BillFlow Manager 74 Billing basic 57 bill messages 59 codes 74 payment terms 59 program level settings 59 records 27 Billing Preferences 60 Billing Record 74 Buttons 9 C Calendar adding ToDo s 16, 17 daily 33 events and todo s 34 monthly 34 multi-day 34 overview 33 Quick Entry 16 scheduler 35 viewing multiple staff 35 weekly 34 Chain Template 74 Classification Codes 74 Clipboard 40, 75 Codes autotxt 73 billing 74 classification 74 relationship 28 Combined Search 29 Conflict of Interest Search 30 Contact Journal 36, 75 Contact Monitor 77 Contacts 25 creating 13 CourtLink 55 Custom Forms 26, 74 Custom Import 45 Custom Search 29 D Daily Calendar 33 Database main 76 remote 75, 78 Dialer 18, 51 s 26, 37 ampersand notation 39 autonaming 38 checking in/out 43 creating 19, 40 creating new versions 20 file types 37 folders 38 Formattable Clipboard 20 importing 44 index 45 merge 41 scanning 42 searching 45 templates 40 versions 20, 43 E 27, 48 attachments 49 form 49 list 49 personal inbox 48 spam 50 Events 26, 33 creating 16 on calendars 34 Index Index Index Index Index 81

82 Index Index Index Index Index F Files Directory 39 Following Field 74 Form Tabs 25, 75 Formattable Clipboard 20, 40, 75 Forms 75 document 38 record 24 Fuzzy Search 31 G Global Search 30 H Hot Keys 10 lists 21 HotDocs 42 I In/Out List 51 Inactivity Watch 80 Invoices 75 creating 60 printing 61 J Journal 75 Journals 36 L Laptops 75 LexisNexis Research 27, 53 Linked Fields 24 Linked Records 75 List Search 29 List Toolbar 22 Lists 21, 76 document hot keys 21 lookup 76 mail 51 phone call 50 sorting 22 symbols 23 Login Screen 6 Lookup Lists 76 M Mail 27, 51 Main Menu Bar 7 Main Record Lists 21 Main Toolbar 7 Martindale Lawyer Locator 55 martindale.com 9 Matter Journal 36, 75 Matter Monitor 77 Matters 25 creating 15 Merge 41, 76 Messenger 47 do not disturb 48 sending messages 47 Monthly Calendar 34 N Natural Language Search Option 31 Navigators 8 Choose a Navigator 8 Common 9 News Reader 51 Normal Mode 6 Notes 26 O Outlines 27, 77 elements 74 P Payment terms 59 PDF 65 Personal Inbox 48 Personal Journal 36, 75 Phone Calls 26, 50 creating records 18 dialer 51 incoming call processing 50 Phonetic Searching 31 Power View 22 Print reports 65 Process 77 send 49 Program Level Setup 77 Q Quick Entry 16 Quick Search 9 Quick Tabs 77 QuickPik 29 82

83 R Rate Tables 58 Rates 58 sales tax 58 staff 58 Record Forms 24 linked fields 24 Record Lists 21 Records 77 archived 28 billing 27, 74 contact 25 custom form 26, 74 document 26, , 49 event 26 LexisNexis 27 linked 75 mail 27, 51 matter 25 note 26 outline 27 phone call 26, 50 related 28 todo 26 user defined 27 web 27 Related Records 25, 28, 77 automatic 28 codes 28 Relationship Codes 28 Relationships automatic 73 specified 78 Reminders 35, 78 Remote Database 75, 78 Report Specifications 64 Reports 63 printing 65 saving report criteria 63 RTF 65 S Sales Tax Rates 58 Scanning 42 Schedule Chain 74, 78 Scheduler 35 Search combined 29 conflict of interest 30 custom 29 documents 45 global 30 LexisNexis 54 list 29 quickpik 29 Search Box 29 Send to Front Office - Time Matters 44 Send to Time Matters 19 Set File Locations 39 Shepard s Link 54 Sources 9 Spam 50 Specified Relationships 78 Staff 78 rates 58 Starting the Application 6 Status Line 7 Stemming Search Option 31 Sublists 78 document 38 T Task Panel 22 Tasks 9 Buttons 9 TimeChart 78 Timeline 79 Timesheet 79 Title Bar 7 TM Connect 79 TM Insider 79 TM Open 79 TM Save 19, 44, 79 ToDo s 26, 33 creating 17 on calendars 34 Training Mode 6 Triggers 79 Tutorial Database 6 U User Defined Records 27 User Level Setup 80 Users 79 W Watches 35, 80 Web Research 27 Weekly Calendar 34 Workstation Level Setup 80 Index Index Index Index Index 83

84 Index Index Index Index Index 84